How do I set up automatic no-show detection?

Automatic no-show detection checks who joined a Microsoft Teams or Google Meet meeting and marks the meeting as Showed or No-show for you. Zoom support is coming soon. Your reps no longer have to remember to mark attendance after every call, and the outcome updates your CRM the same way a manual update does.

Table of Contents

• Auto No-Show and Default Meeting Outcome
• How does automatic no-show detection work?
• Before you turn it on
• Turn on automatic no-show detection
• Reconnect Microsoft Teams or Google Calendar
• Choose a Default Meeting Outcome
• How is a meeting marked Showed or No-show?
• Change an outcome manually
• Limitations

Auto No-Show and Default Meeting Outcome

Two settings on the Preferences page work together:

• Auto No-Show reads attendance from Microsoft Teams and Google Meet (Zoom coming soon) and marks each meeting Showed or No-show based on who actually joined;
• Default Meeting Outcome is the safety net. Any meeting that still has no outcome gets the outcome you choose, within one hour of its scheduled end: No-show or Showed.

The default outcome covers every meeting that attendance cannot be read for, such as in-person meetings, phone calls, other conferencing providers, and meetings hosted by users who have not reconnected. It never overwrites an outcome that was detected or set by a person.

You can turn on either setting by itself, or both:

How does automatic no-show detection work?

When a meeting booked with Chili Piper ends, Chili Piper asks the conferencing provider who joined:

1. The first check runs a few minutes after the meeting's scheduled end time;
2. If the provider does not have attendance data ready yet, Chili Piper keeps checking for up to one hour after the scheduled end time. This also covers meetings that run late;
3. As soon as attendance is available, the meeting is marked Showed or No-show;
4. If there is still no attendance data after one hour, the meeting gets your Default Meeting Outcome, if you set one.

Allow up to one hour after a meeting ends before you expect its outcome to update.

An automatic outcome works exactly like a manual one. It updates the meeting's CRM fields, the Meetings Activity report, webhooks, and any automations that run on a no-show.

Automatic no-show detection works for:

• Microsoft Teams meetings, including Teams meetings added to an Outlook calendar event;
• Google Meet meetings on Google Calendar.

Note: Zoom support is coming soon. Until then, Zoom meetings get your Default Meeting Outcome, if you set one.

Before you turn it on

⚠️ Warning: To read attendance, Chili Piper needs an extra permission from Microsoft or Google. Every user who hosts Teams or Google Meet meetings must reconnect after you turn on automatic no-show detection. Until a user reconnects, their meetings are not checked automatically. They get your Default Meeting Outcome instead, if you set one.

Plan to tell your team before you turn the setting on, so they know to reconnect.

Both settings apply to your whole organization, across every workspace.

Turn on automatic no-show detection

1. Navigate to the Command Center's Preferences page, under Org Controls;

2. Find the Auto No-Show setting and select Enabled.

The change saves automatically.

Reconnect Microsoft Teams or Google Calendar

After the setting is on, each user reconnects the integration they use for meetings:

• Microsoft Teams – reconnect Microsoft Teams;
• Teams meetings added to Outlook calendar events – reconnect the Outlook calendar;
• Google Meet – reconnect Google Calendar.

Your team does not need to reconnect Zoom yet. Reconnecting now does not turn on detection for Zoom meetings. We will update this article when Zoom support is live, and Zoom hosts will reconnect then.

To reconnect:

1. Open MyApp and go to your profile's Integrations;
2. Find the integration and click Disconnect;
3. Click Connect and sign in again;
4. When the provider asks for permissions, approve all of them, including the permission to read meeting participants or attendance.

For more on personal integrations, see Setting up your Personal Integrations in ChiliCal's MyApp.

Note: Attendance is checked only for meetings that end after the user reconnects. Earlier meetings are not updated.

Choose a Default Meeting Outcome

The Default Meeting Outcome is the outcome a meeting gets when nobody has marked it and Chili Piper could not read its attendance. It is applied within one hour of the meeting's scheduled end time. It covers:

• In-person and phone meetings, where there is no attendance data to read;
• Meetings on conferencing providers other than Microsoft Teams and Google Meet, including Zoom until it is supported;
• Meetings hosted by a user who has not reconnected;
• Microsoft Teams meetings that nobody joined. Microsoft does not create an attendance report for a meeting that never started.

To set it:

1. On the same Preferences page, find Default Meeting Outcome and select Enabled;
2. Under Outcome to apply, choose No-show or Showed.

If you select Disabled, these meetings stay Not specified until someone marks them.

⚠️ Warning: If you choose Showed, every meeting nobody reviewed is marked as attended, and that outcome is sent to your CRM and webhooks.

Auto No-Show and Default Meeting Outcome are separate settings. You can use the default outcome without automatic detection, for example if your team does not use Microsoft Teams or Google Meet.

How is a meeting marked Showed or No-show?

A meeting is marked Showed when the primary guest, or any other external attendee, is in the meeting for at least 60 seconds in total. If someone joins more than once, their time is added together.

When counting attendees, Chili Piper leaves out:

• People on your organization's verified email domains, such as the host and other reps;
• Notetaker bots, such as Gong or Fireflies.

If none of the remaining attendees reach 60 seconds, the meeting is marked No-show.

Note: Google Meet does not share attendees' email addresses with Chili Piper. For Google Meet meetings, anyone other than the host who is in the meeting for at least 60 seconds counts as attending, including teammates from your organization. A Google Meet meeting is marked No-show when nobody but the host joined, or nobody joined at all.

Note: If your team joins Teams meetings from an email domain that is not verified for your organization, their attendance can count as a guest and mark the meeting Showed. Contact your Customer Success Manager (CSM) to add the domain to your organization's verified domains.

Change an outcome manually

You can change any outcome at any time. A manual change always wins – automatic detection and the default outcome never overwrite it.

To change an outcome, follow the steps in Managing No Shows in Chili Piper.

If a meeting is rescheduled, its outcome resets and is checked again after the new time.

Limitations

• Automatic detection reads attendance from Microsoft Teams and Google Meet. Zoom is coming soon. Other meetings use the Default Meeting Outcome, if you set one;
• Each user must reconnect Microsoft Teams, their Outlook calendar, or Google Calendar before their meetings are checked;
• The outcome can take up to one hour after the scheduled end time to update;
• If a meeting runs more than one hour past its scheduled end, it gets the Default Meeting Outcome if you set one, or stays Not specified if you did not;
• For Google Meet, teammates who join count as attending, because Google does not share attendees' email addresses;
• Both settings apply to the whole organization and cannot be set per workspace or per meeting type.