Click to watch the step-by-step tutorial:
Your Zocks AI Assistant can take notes, automate workflow steps and sync information and tasks to your CRM system, but to make the most out of it, you need to make sure that its present at all the relevant events in your calendar. The AI Assistant can auto-join virtual meetings but you can also add it to your Phone Calls or use the Zocks mobile app or the web platform to process your client sessions.
How to sync your calendar with Zocks?
First, you need to connect your Calendar to Zocks under the Profile Settings - Integrations menu. Zocks supports Google or Outlook calendars or you can also use CRM calendars like Wealthbox or Redtail. You can learn more here.
If you use Redtail or Wealthbox as Calendar, you need to enable calendar sync on the Profile Settings - Integrations - Connect to CRM - Gear icon - Calendar tab.
Once the calendar connection is set up, you can decide which meetings the AI assistant auto-joins and which meetings you want Zocks to show on the Upcoming tab to do your Meeting Preparation for. You can configure this under the Profile Settings - Meeting Assistant - Event Filter section.
You can configure the AI Assistant to auto-join your virtual meetings in the first section of the filter setup. You can always override this setting on the upcoming page with the switch next to the Meeting Prep button.
In addition to auto-joining, you can also import additional meetings to the Upcoming page by enabling the second filter category.
What is the default Event Filter setup in Zocks?
By default, Zocks auto-joins all virtual meetings with 10 or fewer people invited. In-person meetings and Phone Calls are not synced to the Upcoming list from your calendar by default, but you can easily customize this by adjusting the Only Display on Upcoming filter.
For the virtual meetings, the calendar invite needs to have a meeting link or the Zocks Assistant' email address (assistant@invite.zocks.io) needs to be on the invitees list in order to make Auto Joining work.
If you use a CRM calendar (like Wealthbox or Redtail) Zocks also has a default filter for the event type:
Redtail: only ‘Appointment’ types are synced.
Wealthbox: only ‘Meeting’, ‘Client Review’, ‘Prospect Introduction’ event types are synced by default.
(If you don't have a CRM connected, this filter section won't show up.)
How do I customize my own Event Filter setup?
By enabling the auto-join Event Filter section, Zock will send the AI Assistant automatically to all calendar events that meet ALL the filter conditions you list. If a single filter condition has multiple options (for example multiple meeting providers) enabled, all events matching ANY of those options will be joined.
The Only Display on Upcoming filter is generally used to sync a wider set of events to your Upcoming page, so for example, you can import In-Person or Phone Calls from your calendar to show up, but the AI Assistant won’t auto-join. By default, Zocks copies your auto-join setup and you can simply remove conditions to make the filter less strict and show more calendar events.
If you enable the Only Display on Upcoming section but leave it empty without any filter conditions, Zocks will import every event from your calendar.
You can filter by:
Source: E-mail (assistant@invite.zocks.io added as a meeting invitee), Google Calendar, Outlook Calendar, Wealthbox Calendar, Redtail Calendar
Platform: Zoom, Google Meet, Microsoft Teams, In-Person, Phone
Title: keywords in your meeting title
Number of Participants: number of invitees
Host: the host on the meeting, specific email addresses or email domains can also be filtered
CRM event type: event type set up in your CRM calendar
You can create filters that include certain events and you can also create filter conditions that exclude events that match so you can easily build a complex logic. Think about the recurring patterns in your meeting titles, like a naming convention or the meeting platform that you usually use in the office, to have a solid basis for your filtering rule.
For conditions where you don't need to select from a dropdown and can type in your own text you can hit Enter to add multiple options in the same row.
Let's walk through some examples
1. Filter by calendar source and meeting title
In this example you use a CRM calendar like Wealthbox to keep track of your client meetings and you want the AI assistant to auto-join but you also have an Outlook calendar set up that is mostly for internal calls. You want to make sure that only client events are synced as there are some personal events and time blockers occasionally in your calendar.
To set this up, you might follow the configuration below:
Only Display Upcoming - keep this filter section disabled
Auto-join - ‘Add Condition’
Source - Equals - Wealthbox
This condition limits the AI assistant to only join events imported from Wealthbox.
Title - Not contains - “gym”, “dog grooming”, “blocker”, "online training"
This condition gets rid of all your typical personal events based on their meeting title.
Wealthbox event type - equals - ‘Meeting’, ‘Client Review’
Limits Wealthbox events to preset types as a safeguard so uncategorized or social type events are not auto-joined.
2. Filter by meeting platform and meeting organizer
In this example all your client meetings are on Zoom and all your meetings are organized by your administrative assistant so you only want the AI assistant to auto-join meetings where he is the host. You don’t want to see any additional meetings on your Upcoming page.
To set this up, you might follow the configuration below:
Only Display Upcoming - keep this filter section disabled
Auto-join - ‘Add Condition’
Meeting platform - Equals - Zoom
This condition limits the AI assistant to only join Zoom calls.
Host - Equals - enter your administrative assistant's email address
Only auto-join events where I am the meeting organizer (host).
3. Show In-Person meetings and Phone Calls on the Upcoming menu and Auto-Join all Virtual meetings where the Host's email is from our office domain
As our last example, we create an Event Filter together that shows all your calendar events on the Upcoming page that are not a team meeting so have less than 5 participants and the meeting title doesn’t start with “internal” or “review”. In addition to that, we create a filter condition that will make the AI Assistant join all virtual meetings.
To set this up, you might follow the configuration below:
Only Display Upcoming - ‘Add Condition’
Number of Participants - Less than - 5
Only group calls with up to 5 people are shown on the Upcoming.
Title - Not starts with - “internal”, “review”
Only meetings with titles that don’t start with Internal or Review will be shown.
Auto-join - ‘Add Condition’
Meeting platform - Not equals - In-person and Phone
Only virtual meetings will be auto joined.
(Please note that the AI assistant can't auto-join to events without a virtual meeting link so this auto-join rule is optional and only added for demonstration purposes.)
Number of Participants - Less than - 5
Only group calls with up to 5 people are shown on the Upcoming.
Title - Not starts with - “internal”, “review”
Only meetings with titles that don’t start with Internal or Review will be shown.
Host - Ends with - "fortunewealth.ai"
Only meeting where an email address from your company email domain is the host.
Some extra tips
If both filter categories are off, Zocks will Auto Join all events by default, as no filtering is being applied.
You can always manually override the auto-join setting of the filter on the Upcoming page with the switch next to the Meeting Prep button. Events adjusted manually won't be affected by the filter even if you update the conditions later.
The Auto-Join and the Only Display on Upcoming work separately so events that would be filtered out by the Only Display conditions can still show up if the Auto-Join rules allow them.
If you add the same type of filter condition multiple times, there is an AND logical connection between the rows so events would need to match ALL the connections. As an example, if you want to filter for Prospecting calls OR Tax Planning meeting and want to include both, you would add them in the same row.