If a meeting is scheduled in Gong and you’re using pre-call emails, prospects receive an email notification before the call starts. If the meeting is canceled, you want to make sure prospects don’t receive that email notification. To ensure this, you need to make sure the scheduled recording is canceled in Gong, not just in the calendar. To do this, you first need to understand how the meeting was originally scheduled, since canceling the email, and the recording, may occur automatically or it may need to be done manually.
Canceling calls scheduled in the calendar
Calls scheduled in your calendar are updated or deleted automatically as long as you are set up to integrate with your email provider and your Gong settings are set to record calls. Gong scans your calendar every 15 to 30 minutes and any changes are updated in Gong. This includes recurring meetings.
Make sure when you cancel a recurring meeting to cancel all events in the calendar.
Send cancellation emails to all the event guests.
This ensures that everyone receives the cancellation request, and that the meeting doesn’t end up still being scheduled in Gong because another Gong user was invited to the meeting.
Canceling calls scheduled manually
If you scheduled the meeting manually, either by adding the Gong assistant or in Gong in the Schedule new recording page, to cancel the meeting you must:
For meetings scheduled in your calendar. When deleting/canceling the calendar event, you will receive a confirmation via email. Forward the cancelation email to the Gong assistant
For meetings scheduled in Gong. In Gong, go to Home > View upcoming calls. Click
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beside the call name and then click Cancel recording.
You’ll be given the option to cancel this recording only, or cancel this recording and any future meetings in the series.
Shadow calendar events
In some cases, a rep may have created a completely separate calendar event in their own calendar with the exact same name and details as the original meeting. In these cases, prospects could still receive the pre-call notification email, even if the original meeting is canceled, and it will be related to the shadow event.
Users who no longer have permission to manually schedule calls
It’s possible that when a meeting was manually scheduled, a user had permission to manually record calls and at a later stage, they don’t have this permission. In such cases, the user won’t be able to cancel a manual meeting by sending the cancellation email to the assistant email, so they must check the Gong homepage for remaining meetings and cancel the recording there instead.