Demodesk allows you to use Tokens to account for information that is different in every meeting or for every meeting participant - such as the customer name or the date and time.

This article will provide you with everything you need to know about Tokens. Here's a little agenda:

  1. What is a Token?

  2. How to ensure Tokens work as intended?

  3. System vs. Custom Tokens

    1. How to create a custom Token?

  4. Tokens in Demodesk

    1. In Email templates

    2. In Playbooks

    3. In the meeting review after the meeting


1. What is a Token?

Tokens work just like variables. Let's think about the variable "company name": for example, if you schedule meetings with various different companies, you can use variable/token in the title of the meeting and it will be replaced by their respective company names.

This means Token can save a lot of time and help you to automate your processes. You don't need to customize everything but can rely on Tokens in order to address customers personally.

2. How to ensure Tokens work as intended?

For Tokens to work you need to ensure that the information is ready, whenever the Token is used. There are two different ways from which the information for the Tokens can be derived:

  1. Firstly the information can be saved in the corresponding CRM profile. However this requires that you're already working with the customer and that all the information is filled in their profile. If you then use a Token which is connected to your CRM tool (check out the connection of your Tokens here), the information can be derived as soon as the name of the customer is known.

    Important: For Booking links, this does not work for the tokens used in the email invite and calendar description. Therefore, you need to use option two whenever you want to schedule your meetings this way.

  2. Secondly you can use booking questions to gather information about your customer. To do so, simply create the questions according to your preferences whenever you create a booking link. Check out a more detailed guide on how to customize your booking procedure here.

3. System vs. Custom tokens

In Demodesk we differentiate between System and Custom Tokens.

System Tokens are provided by Demodesk and can directly be used. There are two kinds of custom tokens: Either the information is directly filled by Demodesk (e.g. Host Lobby Link, Actual Meeting duration,) or the tokens are needed for most of our Demodesk customers (e.g. Company Name, Customer Email).

Important: For Host Name, Host Email, Host Phone Number we take the information from the Hosts Demodesk Profile. Therefore make sure you keep your profiles up to date.

Custom Tokens can be set up based on your requirements and help your company to automate your processes.

3.1. How to create a Custom Token?

Go to settings > Tokens > new Token, simply give it a name, a scope and a format. Don't forget the description to ensure that your team members also know what to use this Token for.

If you want to sync the information of this Token to Salesforce, click on + Add integration and specify the API name of the respective CRM field. Demodesk supports multiple connections at the same time, allowing you to sync information from one Token to multiple CRM objects and fields (e.g., Salesforce, Pipedrive or Hubspot).

4. Tokens in Demodesk

In Demodesk you can use Tokens for different features. In general, the goal is always to automate and speed up your process. You can use Tokens in Email templates or Playbooks.

Tokens in Email templates

In Email invitations, you can automatically insert information from your CRM system (in case you are using the Scheduling Dashboard) or the answers to a booking question (In case your customers book meetings via a booking link). Simply add Tokens into the text field by clicking the dark rhombus on the bottom as seen here:

If you want to invite someone via email to a meeting which has started already, just click on Meeting > Email invite > Email invite. This Template can also be customized with Tokens and they can join the meeting within seconds.

After ending a meeting, you will directly be able to finish a follow-up email for your customer to summarize the most important topics of your meeting and make sure to stay in contact.

With Tokens, this Template will also be customized towards your specific use case already.

In Playbooks

In Playbooks, Tokens can be used in several ways. Make sure to check them all out:

In the meeting review after the meeting

Right after the meeting, you will see the meeting review. This review shows you the information gathered during the meeting by using the Tokens. These Tokens need to be implemented to the Speaker notes and ensure that you collect exactly the information that you need.

All of this can be synced to Salesforce and HubSpot to guarantee consistent and complete documentation.

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