In the Insights Dashboard, you will find comprehensive data pertaining to all meetings conducted by the company, including specific team member meetings. The objective of the Insights Dashboard is to empower companies to utilise meeting information as a means to reflect on existing individual and team-level workflow practices. By doing so, companies can drive continuous growth and effectively work towards their weekly and monthly goals.
This article will cover three distinct aspects:
General Information: The article will provide an overview of the Insights Dashboard, detailing how it is organised and highlighting key aspects of each section on the Dashboard. For more information on the structure and functions please refer to the following article (here)
Use Cases: The article will explore various use cases demonstrating how you can leverage the data provided.
Definitions: The article will present comprehensive definitions of the insights displayed, ensuring a clear understanding of the information presented.
1. General Information
1. General Information
In this section, a concise overview of the structure of the Insights Dashboard is provided.To gain a deeper understanding of how the metrics in the Insights Dashboard are calculated and defined, please refer to the definitions section below.
The Insights page is segmented into six distinct sections, being:
General: Offers a summary of meeting statuses and activities that occurred during the selected timeframe.
Team: Displays meeting related metrics specific to both teams and individuals.
Meeting types, Playbooks & Battlecards: Presents metrics tailored to the created Meeting Types, Playbooks, and Battlecards.
Meeting starts & sources: Presents information related to the No show rate by hour by day as well as the source of meetings with external participants.
Process adoption: Provides insights related to the adoption of specific Demodesk features.
Meeting list: Presents an overview of all meetings that were scheduled for the selected timeframe.
Across all of these pages, you can utilise the filter located at the top of the page to refine the displayed data based on time, groups, team members, and meeting type.
Finally, to navigate between pages, you can either scroll using your mouse or utilise the menu on the left for quick navigation (refer to the image above). For better understanding of the organisation and structure of the Insights Dashboard, please refer to the following (here).
2. Use Cases
2. Use Cases
In this part, we will explore how to effectively utilise the Insights Dashboard and extract valuable insights from the provided information. We will dive into various learning opportunities and strategies that can be derived from specific metrics, empowering you to make informed decisions and achieve better results.
Meeting Activity Metrics
Are you interested in analysing the overall meeting performance of your company, including metrics such as the total number of scheduled, held, and cancelled meetings during a certain timeframe?
The Insights section provides valuable information about general meeting statistics within a specific time frame. By utilising the specific date filter, which in the above example was set to the past three months, you can access important metrics in the general section of the insights page. Here are some key insights you can obtain:
A. Percentage of Meetings Scheduled and Held: This metric indicates the proportion of scheduled meetings that were actually held. In the given example, 56% of all scheduled meetings were held. The significance of this percentage can vary based on your target objectives. In general it enables you to gauge the likelihood of meeting customers and thus predict the number of successful deals you can close.
B. No Show Percentage: The no show percentage represents the proportion of meetings that were not canceled but had customers who did not attend. A high no show rate may indicate inadequate communication between the company and customers, similar to a high rate of meeting cancellations.
C. Meeting Distribution: The meeting distribution per week graph showcases the overall activity pattern of your meetings. It allows you to observe if certain time periods exhibit higher or lower levels of activity for your business. Additionally, you can determine whether sales team tend to be more active towards the end of the quarter in order to meet set targets. This information can help you understand the general behaviour of employees and identify patterns in the demand for your services over time.
Meeting Type Metrics
Would you like to gather specific details about various meeting types? This includes information about who is using private meeting types, the frequency of meeting type usage, and the average duration associated with each meeting type during a certain time period.
The Insights page, when combined with Demodesk's unique meeting types, provides a powerful tool to assess the effectiveness of different kinds of meetings. Within the Meeting types, Playbooks & Battlecards section, you can obtain various information, including:
A. Number of Times a Meeting Type was Used: By analysing the "times used" column, you can identify the meeting types that were used most frequently. This data offers insights into the overall interactions between the company and its (potential) customers. For example, if you have set meeting types for introductory calls and detailed demo showcases, comparing the usage frequency of these two types can help you determine the weak points, if any, in your sales workflow process. Furthermore, if a team member frequently utilises private meeting types, this presents an opportunity for the business to implement something new (if performance is good) or ensure a more unified messaging approach (if performance is insufficient).
B. Meeting Time Accuracy: Assigning a time estimate for each meeting type is crucial for evaluating the time spent by your team to close a deal/perform a task. If the average meeting duration for a particular meeting type significantly exceeds the set time, it can result in additional costs for the company. For example, longer meetings consume more of the sales representatives' time, reducing their capacity to meet with new clients.
Meeting Timing Metrics
Are you aware of the time periods during which your meetings experience the fewest no-shows, and consequently, the best times to schedule meetings? Such valuable information can
The Meeting Starts & Sources page provides insights on the no-show rate for each hour of the day, as depicted in the graph above. This graph offers valuable information about the timeslots when your clients are most likely to attend meetings. Additionally, it presents the average number of meetings started (shown in blue) to highlight the correlation between the number of started meetings (left y-axis) and the no-show rate (right y-axis). Please note that the time axis (x-axis) is presented in Coordinated Universal Time (UTC) - where 8 AM UTC is 10 AM CET.
The main information that can be obtained from this graph includes:
Ideal Booking Timeslots: By examining the number of started meetings and the no-show rate in a single graph, you can identify the optimal times of the day to minimise the occurrence of no-shows. In the given example, it is evident that 10 AM and 1 PM UTC have a high number of started meetings and a low no-show rate. This indicates that these timeslots are ideal for meeting specific clients. Conversely, times such as 9 AM UTC, where the no-show rate is high, the data suggests that it is best to exclude this time from being bookable to ensure better attendance and ultimately performance. Learn more on how to set-up different availability slots for meeting types here.
Process Adoption Metrics
Are you interested in monitoring the percentage of your total meetings that have been recorded, as well as tracking the number of follow-up meetings booked and follow-up emails sent?
The Process Adoption section offers numerous information regarding activity at both the company and employee levels. Here are some examples of the insights that can be obtained:
A. Percentage of Meetings Recorded: The recording metric shows the proportion of all meetings that have a recording available on a company-level. In the example shown above, the recording percentage is 24.24%. A low recording percentage may indicate a lack of available information for your team, making training and development more challenging. If you're interested in learning more about our recording feature and how to enable GDPR compliant auto-recording per meeting type, you can find detailed information by clicking here.
B. Percentage of Follow-up Meetings Set: The Follow-up meetings percentage represents the proportion of meetings where external participants scheduled a follow-up meeting during or shortly after the meeting's conclusion (within a maximum of 10 minutes). A high follow-up percentage is typically a positive sign, indicating customer interest in your product. It also suggests that you may be able to close more successful deals due to the generated customer interest. Learn more about follow-up emails here and follow-up meetings here.
C. Feature Usage at the Employee Level: The feature usage per teammate table provides insights into how frequently your company and individuals utilise specific features. For example, you can determine the percentage of meetings conducted by specific individuals that are recorded, the instances where screen control was enabled, or the frequency of follow-up emails sent. These details allow you to compare different employees and their success, helping you identify effective strategies moving forward. Above all, this provides you with valuable data to effectively coach representatives and gain insights into those who are not adhering to the process, thereby ensuring consistency across the board.
D. Recording Cancelations: In the Insights Dashboard's team section, you have the ability to evaluate the 'Recording requests rejected by customers' metric. This metric allows you to display the percentage of recordings declined by customers when the GDPR compliant feature is enabled. Analysing this data can provide valuable insights into the overall customer experience. For instance, it may indicate whether customers are hesitant to share sensitive data. In addition, it's essential to consider that a high number of recording cancellations can result in a loss of valuable insights and missed opportunities for training and coaching.
By combining multiple metrics from the Insights dashboard, you can gain a comprehensive understanding of your current performance and devise winning strategies for the future. Overall, the insights dashboard offers a wealth of additional data that can provide further information. If you have any further questions or require support, please feel free to reach out to your dedicated Customer Success Manager (CSM) or contact firstname.lastname@example.org.
This section provides comprehensive definitions for all the metrics mentioned and displayed throughout the various sections of the Insights Dashboard.
In order to grasp all the terms used throughout the Insights Dashboard, it is crucial to have a clear understanding of the definitions associated with general meeting statuses. The following are the defined statuses:
Scheduled: This term describes meetings that were scheduled to take place during the chosen timeframe (through the timeframe filter). It includes scheduled meetings from the selected timeframe, including held meetings and no-show meetings, regardless of the actual scheduling date (i.e it is therefore not important when the meeting was scheduled, but for when). Meetings that are rescheduled to the selected timeframe will be included in this metric whereas Instant meetings are not.
Scheduled & held: This term refers to meetings that were scheduled or rescheduled to take place in the selected timeframe (through the timeframe filter), with the overall outcome of the meetings being "held". The "held" status is obtained if at least one external participant (outside of a company's listed team members) participates in a meetings. Note Instant meetings are not included in this metric.
Instant: This term describes the count of instant meetings held within the chosen timeframe (through the timeframe filter).
No show: This term represents the percentage of "No show" meetings within the selected timeframe, for scheduled/rescheduled meetings and instant meetings. The "No show" status is obtained if no external participant (outside of the company's listed team members) joins the meeting.
Canceled: This term refers to the number of meetings that were scheduled to take place in the selected timeframe (through the timeframe filter) but subsequently canceled. A "Canceled" meeting refers to one that has either been deleted from the calendar or declined by all participants.
Rescheduled: This term describes the number of meetings that were originally planned to take place within the selected timeframe (through the timeframe filter) but were subsequently rescheduled to a future date outside of the selected timeframe.
A comprehensive outline of all the definitions pertaining to the team section of the Insights Dashboard is presented below:
Recording requests rejected by customers: This metric presents the percentage of recordings declined by customers when the GDPR compliant feature is enabled. In other words, it is the number of meetings in which at least one participant declined the recording (and no recording took place, whether it was not started or requested again later on) divided by all meetings where GDPR compliant recording consent was requested. This includes meetings with automatic recordings enabled, where participants had to provide consent before joining.
Total time: This metric displays the cumulative duration of time spent attending scheduled or instant meetings within the selected timeframe.
Scheduled time: This metric provides information about the planned duration of time allocated for meetings within the selected time frame. It encompasses both scheduled meetings and instant meetings.
Recordings stopped by host: This metric reflects the occurrences, within the selected timeframe, where the host initiated a recording after receiving consent from existing participants but stopped it after a duration of less than 5 minutes. This insight specifically includes meetings where a consent request was submitted and accepted by all participants, indicating that the recording and GDPR consent have been acknowledged. Meetings that were terminated before a participant joined or meetings with automatic recordings without GDPR consent are not considered in this insight.
External - This metric portrays the number of meetings held, in the selected timeframe, with external participants, outside of Demodesk (e.g. on Zoom, Teams, GMeet, etc.
Meeting types, Playbooks & Battlecards
Meeting types, Playbooks & Battlecards
The following are the definitions of the metrics discussed in the Meeting Types, Playbooks & Battlecards section of the Insights Dashboard:
Times used: This metric refers to the number of times the respective meeting type was used in scheduled and instant meetings, in the selected timeframe. Note it considers meetings with external participants (”held” meetings) & “no-show” meetings.
Average meeting duration: This metric showcases the average duration of all occurrences of a specific meeting type within the selected timeframe. Please note that this insight excludes external meetings as Demodesk does not have reliable timestamps for those specific meetings.
Meeting type duration: This metric presents the predefined duration set for the specific meeting type in its settings. This time allocation is configured through the meeting types page on Demodesk. Please note that this insight also excludes external meetings as Demodesk does not have reliable timestamps for those specific meetings.
Meeting time accuracy: This metric represents the percentage obtained by dividing the average meeting duration metric by the meeting type duration metric. It serves as an indicator to determine if the meeting type is taking longer, shorter, or the expected amount of time. For instance, if the meeting time accuracy has a value of 200%, it indicates that the meeting type is taking twice as much time as predefined. Note external meetings (outside of Demodesk) are not considered in this metric.
Owner: This metric presents whether the meeting type/playbook belongs to a shared group or is a personal meeting type/playbook. If it belongs to a shared group, it is labeled as "Company," and if it belongs to a personal meeting type/playbook, the name of the user to whom it belongs is displayed.
Times used: This metric displays the frequency of usage for a specific battlecard during the selected timeframe.
Used by: This metric highlights the team member who utilised a battlecard during the selected timeframe.
Times used: This metric refers to the frequency of usage for a specific playbook during the selected timeframe.
Number of tokens: This metric represents the number of tokens (custom or system) included in a specific playbook. Tokens, such as the Booker email token, are examples of the tokens included in this metric.
Meeting starts & sources
Meeting starts & sources
Below are the definitions for the two main graphs displayed in the meeting starts & sources section.
No show rate by hour by day: This metric presents the average number of started meetings (shown as a blue bar chart) within the selected timeframe, including both customer-attended and no-show meetings. Above the blue bar chart, there is a scatter plot indicating the no-show rate per hour, representing the percentage of meetings that were not attended during the specified hour in the given timeframe. Recall, as mentioned above, all charts exclude internal meetings. Additionally, this insight specifically focuses on Demodesk meetings and does not include data from other videoconferencing platforms.
Meeting source: This metric represents the scheduling methods used for meetings with external participants during the selected timeframe. It showcases whether the meetings were scheduled directly through the host's synced calendar, using a booking link, initiating an instant meeting with participant invites, or utilising the Demodesk scheduling page. This insight focuses exclusively on no-show meetings and meetings with external participants.
The following are the definitions of the metrics presented in the process adoption section:
Shadowing: This metric reflects the percentage of meetings, whether scheduled or instant, with at least one external participant, where there was a user shadowing the meeting. Shadowing can occur through a previously scheduled invitation or through an approval to shadow the meeting while it is already in progress.
Recording: This metric represents the percentage of meetings that have a recording available, regardless of the GDPR compliance. Note if a recording is available it can means that it can be viewed or downloaded.
Interactivity: This metric displays the percentage of meetings where interactivity was enabled. It indicates the proportion of meetings in which external users had control over the screen along with the host.
CRM Sync: This metric pertains to the percentage of meetings with external participants that were marked as no-shows and successfully synced to a CRM. In Demodesk, a meeting is considered synced when it is assigned a Salesforce/HubSpot/Pipedrive event ID.
Follow-up email: This metric represents the percentage of meetings where follow-up emails were sent using the Demodesk follow-up feature after a “held” meeting took place with external participants. This status is assigned to meetings in which external participants have attended the Demodesk meeting.
Follow-up meeting: The "Follow-up meeting" metric highlights the percentage of meetings where external participants booked a follow-up meeting during the meeting or within a maximum of 10 minutes after it ended.
Successful meetings: This metric pertains to the meetings that were scheduled or held as instant meetings within the chosen timeframe, specifically with the participation of external attendees. Successful meetings are meetings with external participants.
Joined as shadow: This metric reflects the count of meetings in which a particular user participated as a shadow. In other words, it includes instances where the user was invited and joined as a shadow participant or accepted an invitation to join an ongoing meeting as a shadow.
Got shadowed: This metric represents the count of meetings in which a specific user acted as a host and was shadowed by another participant. It indicates how many times the user, in their role as a host, had another user shadowing them during a scheduled or an instant meeting.
Recorded meetings: This insight reveals the number of meetings in which the host (user) recorded a scheduled or instant meeting, with the participation of external participants (held meetings), during the selected timeframe.
Interactivity enabled: This metric showcases the number of meetings in which a specific user granted control to other participants. It indicates the frequency of meetings in which the user enabled control of the screen or shared control with external participants.
Meetings synced to CRM: This metric represents the percentage of scheduled (held and no-show) and instant meetings with external participants that have been successfully synchronised with your CRM. In other words, it indicates the proportion of meetings where relevant data has been transmitted and synchronised from Demodesk to your chosen CRM.
Follow-up email sent: This metric represents the percentage of meetings where follow-up emails were sent using the Demodesk follow-up feature after a “held” meeting took place, for each specific user.
Follow-up meetings booked: The "Follow-up meetings booked" metric presents the percentage of meetings where external participants successfully booked a follow-up meeting during the meeting or within a maximum of 10 minutes after it ended.
Local Desktop: This metric showcases the percentage of meetings in which the local desktop was shared. This encompasses sharing a Chrome tab, a window, or the entire screen.
Website: This metric represents the percentage of meetings in which a website was shared directly using the "Share a Website" functionality during a Demodesk meeting.
Google Slide: This metric represents the percentage of meetings in which a Google Slide (http://www.docs.google.com/..) was directly shared using the "Google Slides" share functionality during a Demodesk meeting.
Document: This metric reflects the percentage of meetings in which a document (PDF, Excel, Microsoft word, etc.) was shared using the "Document" share functionality in Demodesk.
Agenda: This metric reflects the percentage of meetings in which an Agenda item was added to a playbook using the "Add an agenda item” functionality in Demodesk.
This section provides definitions for all the metrics listed in the meeting table.
meeting_id: This column represents the meeting ID, which serves as a reference for the specific meeting occurrence. Please note that the meeting ID is distinct from the meeting link or identifier.
created_at: This column displays the creation date of the meeting. For scheduled meetings, it represents the date when the meeting was scheduled, while for instant meetings, it indicates the date when the meeting started. If a meeting was rescheduled, the "created_at" field indicates the date when the meeting was rescheduled.
scheduled_at: This column displays the scheduled date for the meeting, indicating the intended date when the meeting is planned to occur. For instant meetings, this field remains empty. It's important to note that a meeting will only appear twice if it was rescheduled during the selected timeframe. If the meeting was rescheduled prior to the timeframe, only the new scheduled meeting will be shown.
start_timestamp: This column shows the actual start time of an instant or scheduled meeting. In other words, when the host initiates the meeting. Note this field is empty for cancelled meetings.
end_timestamp: This column shows the actual end time of an instant or scheduled meeting. In other words, when the host ended the meeting. Note this field is empty for cancelled meetings.
host: This column indicates the host of the meeting. If there has been a host handover, the new host will be displayed here.
meeting_title: This column represents the title assigned to the meeting during the scheduling process. Instant meetings will be titled “Instant meeting”.
meeting_type_name: This column refers to the meeting type used in for the meeting.
group_name: This column indicates the group name to which the host of the meeting is assigned. This filed remains empty for personal meeting types.
status: The meeting status column provides important insights about what happened to each meeting. Possible statuses for a meeting include:
"Cancelled": indicating that the meeting did not take place.
"Ended": indicating that the meeting started and has concluded (not an indicator that a customer participated).
"Rescheduled": indicating that the meeting's start date has been changed.
meeting_outcome: The meeting outcome column provides insights into customer participation. The status "No-show" indicates that no external participant joined the meeting, while "Held" indicates that a customer successfully joined the meeting. A "not-defined" result may occur if the meeting was rescheduled or canceled, as Demodesk cannot determine the outcome at this point. The reasons for this are as follows:
In the case of a rescheduled meeting, there will be a separate meeting event record for the newly scheduled date, and the outcome will be defined there (such as "held," "no-show," or "canceled"). If the meeting is rescheduled again, the outcome may still be "not-defined."
For canceled meetings, none of the available outcomes are applicable since the meeting never took place.
scheduled_duration_in_minutes: This column represents the scheduled duration of the meeting in minutes. Note instant meetings have a predefined duration as well.
actual_duration_in_minutes: This column indicates the actual duration of the meeting, which is the time elapsed between the start and end of the meeting (respective timestamps).
scheduled_via: This column displays the scheduling method used for the meeting, which can include options such as a booking link, the host's calendar invitation, the Demodesk scheduler, or even an instant meeting.
number_of_customers: This column represents the count of customers (external participants) who attended this meeting. In case a team member is not logged in or uses a different / incognito browser Demodesk cannot map them as team member and the meeting will be shown as external. If someone is not logged in or uses a different / incognito browser Demodesk cannot map them as team member and the meeting will be shown as external.
number_of_team_members: This column reflects the count of team members, excluding the host, who participated in the meeting. Please note that team members are considered as users with a Demodesk account who belong to your team. In case a team member is not logged in or uses a different / incognito browser Demodesk cannot map them as team member and the meeting will be shown as external.
has_recording: This column refers to whether or not a meeting has a recording available to view or download. If a recording is available, the value must be "true", indicating that consent was given
interactivity_was_enabled: This column indicates whether or not the “give control” feature was enabled in the meeting.
crm_sync: This column indicates whether or not this meeting was synchronised (when a meeting has a Salesforce/HubSpot/Pipedrive event id) with a connected CRM. This can happen at any stage of the meeting (scheduled, held, no show, canceled, rescheduled). Only includes external or no-show meetings.
follow_up_email_was_sent: This column presents if a follow-up email was sent using the Demodesk follow-up feature after a meeting was closed irrespectively of the outcome .
is_follow_up_meeting: This column indicates whether this meeting is a follow-up meeting that was booked during or within 10 minutes after a previous meeting. This field is only “true” if this is a follow-up meeting.
participant_names: This column displays the names of external participants (only) who joined the meeting. If there are no participants listed ("-"), it indicates that no external participant joined the meeting.
shadowed_by: This column presents the team members who shadowed the respective meeting, either through an invite or by being accepted as a shadower.
meeting_link: This column contains the meeting link that participants can (or did)use to join the meeting.
recording_duration_in_minutes: This column indicates the duration of the recording, in minutes, if a recording of the meeting is available. Please note that the entire recording duration(excluding any pause) is counted, even if it was opened, closed, and then opened again multiple times (sum of all recordings if there was a pause).
gdpr_compliant_recording_consent_accepted: This column indicates whether GDPR consent was accepted during the meeting for the purpose of recording. The status is "not requested" under the following conditions:
No recording is available because it was never initiated.
The GDPR compliance feature is not enabled when recording takes place.
Note when a meeting is rescheduled and not held, there will be no recordings or GDPR recording requests. As a result, the fields will be set to "false" or "not requested."