Internal Meetings — Deployment Guide

This guide walks you through every configuration step needed to deploy the internal meetings feature to a new bank.

It covers:

  1. Overview — what internal meetings are and how they differ from customer bookings
  2. Prerequisites — what must be in place before you start
  3. Backend Configuration — bank options, locations, schedules, themes, and service groups
  4. Meeting Creation — entity definitions and patterns that write meetings to Salesforce
  5. Non-Account Record Pages — enabling booking from Case, Opportunity, or custom objects
  6. Managing Entity Configurations — distributing configurations across banks
  7. Salesforce Data — Account fields, email matching, and custom metadata
  8. LWC configOverride — which wrapper properties affect internal meetings
  9. How It Works — the end-to-end booking flow
  10. UI Behavior — what the employee sees based on configuration and data
  11. Validation Checklist — verify your deployment
  12. Troubleshooting — diagnosing common issues

Follow the sections in order — each step depends on the ones before it.

1. Overview

What are internal meetings?

Internal meetings are employee-initiated meetings for case processing and internal coordination. In the Salesforce UI, these appear as the “Internal Meeting” button on the embeddable landing page.

How they differ from customer bookings

Aspect Customer Booking Internal Meeting
Initiated by Customer or employee on behalf of customer Employee
Entry point “Book Meeting” button “Internal Meeting” button
Theme required Yes No (optional)
Customer category required Yes No
Daily meeting time limit Enforced (MaxMeetingTimePerDay) Not enforced — employees can book unlimited internal meetings per day
Default duration Configurable per theme 30 minutes
Additional employees No Yes
Room selection Optional Yes
Mark as busy N/A Toggle (forced on if room or additional employees selected)

The “3-click booking” concept

The internal meeting flow is designed for fast booking:

  1. Landing page → Click “Internal Meeting”
  2. Select meeting type and time → Choose available slot or custom time
  3. Confirm and book → Meeting created in backend and synced to Salesforce

User experience

When the BookMe component is placed on a Salesforce record page, the employee sees a landing page with two buttons:

  • “Internal Meeting” — opens the internal meeting booking form
  • “Book Meeting” — opens the customer booking flow

2. Prerequisites

Before configuring internal meetings, ensure these are in place:

3. Backend Configuration (Management UI)

This section covers the Management UI settings that must be in place for internal meetings to work:

3a. Bank Options

Bank-wide defaults must be configured before booking works. See Bank Options for the full reference.

For internal meetings, the key settings are:

  • openingTime / closingTime — defines the time window for custom timeslot selection
  • timeZoneId — must be set for correct time display
  • meetingTypeLabels — if not configured, the meeting type selector will be empty
  • closingDays — prevents booking on bank holidays

The maxMeetingTimePerDay limit is not enforced for internal meetings. Employees can book unlimited internal meetings per day regardless of this setting.

3b. Location Configuration

Navigate to BookMe → Settings → Locations in the Management UI.

Locations are automatically created from SCIM provisioning entries. Verify that the locations visible in the Management UI match your branch/office structure and that employee and room SCIM entries use consistent location strings.

How location works in internal meetings: The default location is derived from the logged-in employee’s SCIM location (from Entra ID), not from the Account record. The employee can also manually select a different location from the dropdown in the booking form. Available rooms and employees are then filtered based on the selected location.

Location matching is case-sensitive and exact. If employee and room SCIM entries use different casing or spelling for the same branch, they will not match. See Location matching between Entra and Salesforce for detailed matching rules and examples.

3c. Employee Schedules

Each employee who should be bookable must have a schedule configured. See Employee Schedules for the full configuration reference.

For internal meetings, the key requirements are:

  • CanBeBooked must be true
  • Workdays must have the correct meeting types and location configured
  • The Manage Availability page in the Management UI should show no red crosses for relevant employees

3d. Themes (Optional)

Navigate to BookMe → Meeting Setup → Themes in the Management UI.

Internal meetings do not strictly require themes. However:

  • If the Salesforce LWC wrapper passes a subthemeid in its configuration, that theme must exist in the backend. If it doesn’t, the booking component will show a constant spinner.
  • The internal meeting form includes an optional theme selector. If you want employees to categorize their internal meetings, create appropriate themes.

3e. Competence Groups & Service Groups

Navigate to BookMe → Advisors → Competence Groups and Service Groups in the Management UI.

These are required if employees need to find times for colleagues beyond explicitly selected employees.

For details on setting up competence and service groups, see Service & Competence Groups.

Key points for internal meetings:

  • Service group activation rules (location + customer category + theme) must match the booking context
  • Service group members must include employees at the customer’s location with the right meeting types enabled
  • Competence groups should be linked to service groups for scaling employee pools

At this point, bank options, locations, schedules, and (optionally) themes and service groups are configured. Next, you’ll set up the entity configuration that tells the platform how to write meetings to Salesforce.

4. Configuring Meeting Creation in Salesforce

When an employee books an internal meeting, the platform creates a Salesforce Event record and links it to the correct Account. This section covers the entity configuration that makes this possible:

Entity definitions, patterns, and mappers are the abstraction layer between the booking platform and Salesforce. They tell the platform how to read and write Salesforce data without being tied to specific field names. For a conceptual overview, see Entities and Entity Patterns.

graph LR
    M["InternalBookMeMeeting<br/><small>mapper</small>"] --> P["Internal BookMe Meeting<br/><small>pattern</small>"]
    P --> A["Account<br/><small>read-only</small>"]
    P --> O["Owner<br/><small>read-only</small>"]
    P --> E["Event<br/><small>created</small>"]
    P --> ED["Event Detail<br/><small>created</small>"]
    P --> AD["Advisors<br/><small>read-only, multiple</small>"]
    P --> AER["Advisor Event<br/>Relations<br/><small>created</small>"]

The Internal BookMe Meeting entity pattern tells the platform which Salesforce objects to create (Event, Event Detail, Advisor Event Relations), which to read (Account, Owner, Advisors), and how they relate to each other. The InternalBookMeMeeting mapper links this pattern to the internal meeting use case — when a meeting is booked, the platform looks up this mapper to know which pattern to execute.

4a. Entity Definitions

Create the following entity definitions under Admin → Entities → Entity Definitions. Each maps abstract field names (used by the platform) to Salesforce API field names (used by your CRM). The pattern uses six entity parts, each with its own definition.

Account (reference ID: account)

Read-only — used to identify which Account the meeting belongs to.

Name Mapped Name Type Required Read-Only
Id Id String Yes Yes

Owner (reference ID: owner)

Read-only — the employee who owns the meeting, resolved by email lookup.

Name Mapped Name Type Required Read-Only
Id Id String Yes Yes

Event (reference ID: event)

The standard Salesforce Event record created for the meeting.

Name Mapped Name Type Required Read-Only
Subject Subject String Yes No
StartDateTime StartDateTime DateTime Yes No
EndDateTime EndDateTime DateTime Yes No
ShowAs ShowAs String No No
RecordTypeId RecordTypeId String No No
IsChild IsChild Boolean No Yes

ShowAs is set to “Free” when a meeting is cancelled. RecordTypeId is only used if a specific Event record type is configured for your organization. IsChild is used for querying parent events.

Event Detail (reference ID: eventDetail)

A custom object (AMB_Event_Detail__c) that stores additional booking metadata linked to the Event.

Name Mapped Name Type Required Read-Only
BookingFlowId BookingFlowId__c String No No
Comment Comment__c String No No
MeetingTaxonomy MeetingTaxonomy__c String No No
AdvisorEmail AdvisorEmail__c String No No
AdvisorName AdvisorName__c String No No
MeetingType MeetingType__c String No No
Location Location__c String No No
RoomId RoomId__c String No No
RoomName RoomName__c String No No
MeetingTypeLabel MeetingTypeLabel__c String No No
SendMeetingInvite SendMeetingInvite__c Boolean No No
CancellationReason CancellationReason__c String No No
CancelledBy CancelledBy__c String No No

Advisors (reference ID: advisors)

Additional employees invited to the meeting. This part allows multiple instances — one per additional advisor.

Name Mapped Name Type Required Read-Only
Id Id String Yes Yes

Advisor Event Relations (reference ID: advisorEventRelations)

Junction records linking additional advisors to the Event.

Name Mapped Name Type Required Read-Only
IsInvitee IsInvitee Boolean No No
IsParent IsParent Boolean No No

Entity definitions are portable across environments. Use the Export button to copy a definition from an existing bank, then Import it into the new bank. Each definition has a semantic ID that maintains its identity across environments.

4b. Entity Pattern and Mapper

Import the Internal BookMe Meeting entity pattern and create the InternalBookMeMeeting mapper. Follow the step-by-step import and mapper creation instructions in Setup Entity Pattern Mappers.

The setup guide also covers additional patterns used by other flows (Bookme meeting, Salesforce meeting id resolver). It is recommended to import all patterns at once.

With meeting creation configured, the platform can write internal meetings to Salesforce from Account record pages. If you also need to book from other record pages (Case, Opportunity, etc.), continue to Section 5. Otherwise, skip to Section 7.

5. Placing the Booking Component on Non-Account Record Pages

By default, internal meetings can only be booked from Account record pages, because the booking component needs an Account ID to associate the meeting with. This section covers how to extend booking to other record pages:

If you want employees to book internal meetings from other record pages (e.g., Case, Opportunity, Lead, or a custom object), you need to configure account resolution — telling the platform how to find the Account from that sObject.

graph LR
    Case -- "AccountId" --> Account
    Opportunity -- "AccountId" --> Account
    Lead -- "FinServ__RelatedAccount__c" --> Account
    Custom_Object -- "Related_Account__c" --> Account
    Event -- "WhatId" --> Opportunity -- "AccountId" --> Account

Each box is an entity definition. The arrows represent field mappings that the resolver follows to reach the Account. You only need to configure the sObjects you actually want to book from. The Lead example uses the Financial Services Cloud field — standard Salesforce Leads do not have a direct Account lookup.

The AccountId Resolver pattern reads the record’s Account lookup field and returns the Account ID. The CustomerOverviewAccountIdResolver mapper links this pattern to the booking component — when the component opens on a non-Account page, it looks up this mapper to know how to find the Account.

5a. Entity Definitions for Each sObject

For each sObject you want to support, create an entity definition under Admin → Entities → Entity Definitions. The definition must include at minimum:

Name Mapped Name Type Required Read-Only Purpose
Id Id String Yes Yes Identifies the source record
AccountId your sObject’s Account lookup field String Yes No The field the platform reads to find the associated Account

The Name column must be AccountId — this is the abstract name the AccountId Resolver looks for. The Mapped Name is the actual Salesforce API field name on your sObject, which may differ depending on the object.

You also need an Account entity definition for the resolver (with at least the Id field). This is separate from the Account definition used for meeting creation.

Example — enabling booking from Case:

The standard Case object has a field called AccountId that links to the Account. The mapped name matches the abstract name:

Name Mapped Name Type Required Read-Only
Id Id String Yes Yes
AccountId AccountId String Yes No

Example — enabling booking from Lead (Financial Services Cloud):

In FSC, the Lead object has a managed lookup field FinServ__RelatedAccount__c that links to the Account. Standard Salesforce Leads do not have a direct Account lookup — this example applies only to FSC orgs:

Name Mapped Name Type Required Read-Only
Id Id String Yes Yes
AccountId FinServ__RelatedAccount__c String Yes No

Example — enabling booking from a custom object:

A custom object might store the Account reference in a field called Related_Account__c. The abstract name stays AccountId, but the mapped name points to the custom field:

Name Mapped Name Type Required Read-Only
Id Id String Yes Yes
AccountId Related_Account__c String Yes No

5b. Entity Pattern and Mapper

Import the AccountId Resolver entity pattern and create the CustomerOverviewAccountIdResolver mapper. Follow the step-by-step instructions in Setup Entity Pattern Mappers.

The CustomerOverviewAccountIdResolver mapper is essential when booking from non-Account record pages. If it is missing, the booking component cannot determine which Account the record belongs to, and booking will fail.

5c. Place the Component

After creating the entity definition, place the bookmeEmployeeFlow component on that sObject’s record page. The booking component will automatically use the mapper to resolve the Account.

For instructions on adding the component to a record page, see Deploying Iframe LWC to Salesforce.

With account resolution configured, employees can book internal meetings from any record page that has an entity definition and the component placed. Next, we’ll cover how to manage these entity configurations across environments.

6. Managing Entity Configurations Across Environments

Rather than manually recreating entity definitions and patterns in each bank, maintain a single source of truth and distribute configurations via export/import. See Entity Configuration Management for the full workflow covering exporting, source tracking in version control, and importing to target banks.

After importing patterns into a new bank, create the required mappers (InternalBookMeMeeting and CustomerOverviewAccountIdResolver) as described in Section 4b and Section 5b.

With entity configurations managed, next we’ll cover the remaining Salesforce data requirements.

7. Salesforce Data Requirements

This section covers the Salesforce data and metadata that internal meetings depend on:

Notably, internal meetings have fewer Salesforce data requirements than customer bookings.

6a. Account Data

Internal meetings do not use Account-level fields for location or customer category. The only requirement is that the Account record exists so the meeting can be associated with it.

Field Required for Internal Meetings? Notes
AMB_Location__c No Internal meetings derive the location from the employee’s SCIM profile (their Entra ID location), not from the Account. The employee can also manually select a different location in the booking form.
AMB_Customer_Category__c No Customer categories are not used in internal meetings. Themes are loaded without category filtering.

AMB_Location__c and AMB_Customer_Category__c are required for the customer booking flow (“Book Meeting”). See Salesforce BookMe Integration Setup for customer booking data requirements.

6b. Employee Identity Matching

The booking component uses Salesforce user fields (FederationIdentifier and Email) for SSO authentication and employee pre-selection. See Employee Identity Matching for the full details on how authentication and pre-selection work.

For internal meetings, the key requirement is: the signed-in employee’s Entra ID UPN must match the email field on their SCIM-provisioned employee record. If it doesn’t match, the employee won’t be pre-selected in the booking form.

6c. Custom Metadata

The BookMe package includes default field mapping configurations for Event and Opportunity sObjects. Internal meetings use these defaults automatically to create Event records in Salesforce.

For custom field mappings or additional sObject configurations, see Salesforce BookMe Integration Setup.

8. LWC configOverride — Properties for Internal Meetings

The &money Portal component exists in two variants (with managed package and standalone) that affect how internal meetings and customer bookings interact. See Component Variants for details on choosing and deploying the right variant.

The configOverride object allows you to customize the behavior of the booking component from your LWC wrapper. The existing Salesforce Iframe LWC Configuration documents all available properties. This section clarifies which properties apply to the internal meeting flow.

Properties that affect the Internal Meeting Flow

Property Type Effect Standalone only?
meetingtitle String Pre-fills the meeting title field. Falls back to user-entered title if not set. No — works in both variants
disablecustomermeetings Boolean Controls landing page behavior. When true, the “Book Meeting” button redirects to the LWC instead of showing the embedded booking flow. Yes — only configurable in the standalone variant. Hardcoded to true in the managed package variant.

Properties consumed by the Booking Flow only

All other properties documented in the Salesforce Iframe LWC Configuration (subthemeid, customflow, disableheaders, disableprogressbar, advisortypewhitelist, configid, etc.) have no effect on the internal meeting flow — they only apply to the customer booking flow. In the standalone variant, these properties control the embedded customer booking experience.

Properties consumed by both flows (shared context)

Property Type Effect
recordid String Salesforce record ID — used for account resolution
accountId String Account ID — used if already resolved by the wrapper
recordname String sObject type name
objectApiName String Salesforce object API name

Example: Custom LWC Wrapper

If you need to customize behavior beyond what the deployed Portal component provides, create a wrapper component:

// internalMeetingWrapper.js
import { LightningElement, api } from 'lwc';

export default class InternalMeetingWrapper extends LightningElement {
    @api recordId;
    @api objectApiName;

    get portalConfig() {
        return {
            recordid: this.recordId,
            objectApiName: this.objectApiName,
            meetingtitle: 'Internal Meeting',  // Pre-fill title
        };
    }
}

<!-- internalMeetingWrapper.html -->
<template>
    <c-portal
        src="https://embeddable.booking.andmoney.dk"
        record-id={recordId}
        object-api-name={objectApiName}
        config-override={portalConfig}>
    </c-portal>
</template>

For the full property reference, see Salesforce Iframe LWC Configuration.

In short, only meetingtitle affects internal meetings in both variants. All other configOverride properties are for the customer booking flow.

9. How Internal Meeting Booking Works

With all configuration in place, here is the end-to-end flow when an employee books an internal meeting. Understanding this helps with troubleshooting when something doesn’t work as expected.

  1. Employee clicks “Internal Meeting” on the BookMe component in Salesforce
  2. The booking form loads with the logged-in employee pre-selected, their SCIM location as the default location, and default meeting duration of 30 minutes
  3. Available timeslots are fetched based on the selected employee(s), location, and meeting type. If multiple employees are selected, only times where all employees are available are shown
  4. Employee selects a timeslot (or toggles to custom time selection to manually pick a date/time within business hours)
  5. Meeting is created and automatically synced to Salesforce as an Event record via the InternalBookMeMeeting entity pattern

Key behaviors:

  • The MaxMeetingTimePerDay limit does not apply to internal meetings — employees can book unlimited internal meetings per day
  • When multiple employees are selected, availability is calculated as the intersection of all selected employees’ schedules. If any one employee has no availability for a given meeting type, that type won’t show times for anyone
  • The “Mark as busy” toggle controls whether the employee is shown as busy during the meeting. It is automatically forced on when a room or additional employees are added

That covers the happy path. The next two sections help you verify and diagnose issues with the deployed configuration.

10. UI Behavior Reference

This section documents how the booking component behaves based on configuration and data. If the UI doesn’t show what you expect — empty dropdowns, disabled buttons, missing timeslots — check the conditions below. Behaviors are grouped by screen:

Landing Page

For landing page behaviors (button states, authentication, error banners), see Meeting Overview.

Internal Meeting Form

Behavior Condition What the employee sees
Meeting type selector empty meetingTypeLabels not configured in Bank Options No meeting type radio buttons — timeslots cannot load
No available timeslots shown No meeting type selected yet Timeslot query does not fire until a meeting type is selected
Room dropdown empty No rooms provisioned via SCIM at the selected location Only a “no room chosen” option appears
Mark as busy locked to “Yes” A room is selected or additional employees are added Radio buttons are disabled with a tooltip explaining the lock
Custom time picker constrained Always Time input bounded by openingTime and closingTime from Bank Options; times outside this range cannot be selected
Advisor dropdown filtered Always The meeting owner cannot be selected as an additional employee, and vice versa

If the behavior you’re seeing isn’t listed here, check the Troubleshooting section for specific error scenarios.

11. Post-Deployment Validation Checklist

Work through each group in order. Each checkbox corresponds to a configuration step from the sections above.

Infrastructure

  • SCIM provisioning shows employees with correct emails and locations
  • SCIM provisioning shows rooms with correct locations
  • Named Credential authenticated successfully in Salesforce

Backend Configuration

  • Bank Options configured: opening/closing times, timezone, meeting type labels
  • Locations created with strings matching SCIM employee/room locations exactly (case-sensitive)
  • Employee schedules configured: CanBeBooked=true, workdays with correct meeting types and locations
  • Manage Availability page in Management UI shows no red crosses

Meeting Creation (Section 4)

  • Entity definitions created for Account, Contact, and Event
  • Internal BookMe Meeting pattern imported
  • InternalBookMeMeeting mapper created

Non-Account Record Pages (Section 5, if applicable)

  • Entity definition created for each sObject you want to book from (with AccountId field mapped)
  • AccountId Resolver pattern imported
  • CustomerOverviewAccountIdResolver mapper created
  • bookmeEmployeeFlow placed on each sObject’s record page
  • Source records have an associated Account (Account lookup populated)

Salesforce Data (Section 7)

  • Employee emails in Salesforce match their Entra/SCIM emails
  • bookmeEmployeeFlow placed on Account record page
  • Trusted URLs configured for embeddable domain

Functional Testing

  • Test from Account: Open Account → “Internal Meeting” button appears → available times load → book successfully
  • Test from non-Account page (if configured): Open record → “Internal Meeting” button appears → Account resolved → available times load → book successfully
  • Test multi-employee: Select self + another employee → verify overlapping times appear
  • Test custom time: Toggle to custom time selection → pick a time within business hours → book successfully
  • Verify in Salesforce: Booked meeting appears as Event with correct field mappings

12. Troubleshooting

This section covers the most common issues encountered during and after deployment, with step-by-step diagnosis for each.

Constant spinner when booking (400 Bad Request)

Symptom: The booking component shows a permanent loading spinner after clicking “Internal Meeting”.

Check these in order:

  1. Invalid theme reference: If the LWC wrapper passes a subthemeid that doesn’t exist in the backend, the component cannot load available times. Fix: Remove the invalid subthemeid from the wrapper config, or create the theme in the Management UI.

  2. Employee not provisioned: If the selected employee isn’t synced via SCIM, the system cannot find them. Fix: Verify SCIM provisioning for the employee in Entra ID.

  3. Missing meeting configuration: If a theme is configured but has no meeting configuration, timeslot calculation fails. Fix: Navigate to Meeting Setup → Meeting Configuration and ensure configurations exist for all themes.

Can’t book internal meeting from a non-Account record page

Symptom: The “Internal Meeting” button doesn’t work or shows errors when clicked from a record page such as Case or Opportunity.

Check these in order:

  1. Missing CustomerOverviewAccountIdResolver mapper: This mapper is required to resolve the Account ID from the record’s Account lookup field. Without it, the booking component shows an error. Fix: Create the mapper by following Setup Entity Pattern Mappers.

  2. Missing entity definition for the sObject: The sObject must have an entity definition with an AccountId field mapped to the correct Salesforce API field name. Without it, the resolver can’t navigate to the Account. Fix: Create the entity definition as described in Section 5 — Placing the Booking Component on Non-Account Record Pages.

  3. Component not on record page: The bookmeEmployeeFlow component must be placed on the sObject’s record page layout. Fix: Add it via Lightning App Builder.

  4. Record has no Account: If the record’s Account lookup field is empty, there’s no Account to resolve. Fix: Ensure the record is associated with an Account.

Employee not pre-selected when opening internal meeting form

Symptom: The internal meeting form opens but the employee (meeting owner) field is empty instead of pre-selecting the logged-in employee.

See Employee Identity Matching — Troubleshooting for the full diagnosis steps. The most common cause is a mismatch between the employee’s Entra ID UPN and their SCIM-synced email.

No available times unless selecting self

Symptom: Available timeslots appear when the employee searches for their own times, but disappear when other employees are included or when “local employees” is selected.

Check these in order:

  1. Location mismatch: The selected location (defaulting to the logged-in employee’s SCIM location) must exactly match other employees’ SCIM locations for them to appear. If other employees have a different location string, they won’t be found. Fix: Verify location strings are consistent across employees and rooms in Entra ID SCIM provisioning.

  2. Employee schedules not configured: Other employees at the location may not have workdays configured with the right meeting types. Fix: Check Manage Availability in the Management UI — look for red crosses on the relevant employees.

  3. Availability intersection: When multiple employees are selected, available times are calculated as the overlap of all selected employees’ schedules for each meeting type. If one employee has no “Physical” availability at that location, Physical timeslots disappear for everyone. Fix: Ensure all employees at the location have consistent meeting type availability in their schedules.

  4. Missing service group configuration: If the employee selection uses “local employees” or “all employees” mode, service groups must be configured with matching activation rules (location + customer category + theme). Fix: Create service groups and set activation rules as described in Service & Competence Groups.

Summary

To deploy internal meetings, you need:

  1. Backend configuration — Bank Options (timezone, meeting type labels, business hours), locations matching SCIM entries, employee schedules with correct meeting types and locations
  2. Meeting creation entities — six entity definitions (Account, Owner, Event, Event Detail, Advisors, Advisor Event Relations), the Internal BookMe Meeting pattern, and the InternalBookMeMeeting mapper
  3. Account resolution (if booking from non-Account pages) — an entity definition per sObject mapping its Account lookup field, the AccountId Resolver pattern, and the CustomerOverviewAccountIdResolver mapper
  4. Salesforce data — employee emails matching Entra/SCIM, the booking component placed on record pages, and trusted URLs configured

Internal meetings do not require AMB_Location__c or AMB_Customer_Category__c on the Account — location comes from the employee’s SCIM profile, and customer categories are not used.

Use the validation checklist to verify your deployment, and the troubleshooting section if issues arise.

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