Adding a Meeting

OVERVIEW

You can add a single Meeting or multiple meetings successively through Add meeting dialog. Meetings can be added, viewed and booked from Event Schedule tab. Administrators configure the types of Meetings you can create by defining Meeting Types. See Meeting Type Management

OPEN EVENT SCHEDULE TAB

1. Open Event Summary screen for the collection.

2. Select the sub-event you want to see the schedule for from the Navigation Pane on the left.

3. Event Summary screen updates to display the schedule of the selected Sub-Event.

ADD A MEETING

1. Open Schedule tab in Event Summary screen.

2. Click Add Meeting button or select Add Meeting option from context menu

   

3. In the Add Meeting dialog that opens, fill in the details as necessary:

   

   • Meeting Type: Select the Meeting Type.

   • Start time, End time, and Duration: Set the start time, end time, and duration of the Meeting.

   • Capacity: Set the number of available spots at the Meeting.

   • Booking Type: Select whether Users can book Client Attendees directly (Self Booking) or if a request is submitted that needs to be approved by an Event Coordinator(Request Booking).

   • Attendance Type: Select the modes by which attendees can attend the meeting, either Physical, Virtual or Hybrid

   • Override Booking Rules: Check if you want to override the set Event booking rules for this Meeting.

   • Reserved: Check if you want to reserve this Meeting.

   • Description and Notes: Fill a description and any notes for this Meeting.

   • Set Physical Location or Virtual Location.

4. Click Save or Save & New.

   Clicking Save adds the meeting and closes the dialog. Clicking Save & New adds the meeting and keeps the Add Meeting dialog open, incrementing meeting times by configured default values.

Note:

Required fields are always marked as such (vertical red bar along the left border of the field). Save and Save & New are disabled until all required fields are filled out. Validation takes place when an action button is clicked; all validation errors are displayed in a standard warning box. If validation fails, all fields with errors are marked with an all-around red border.

SET PHYSICAL LOCATION

While adding a meeting, user can set Physical Location in Add Meeting dialog

1. In the Add Meeting dialog > Set Physical Location section:

2. Search for a City.

3. Select a Venue type(optional).

4. Search and select a venue.

Search for Room after Venue has been selected.(optional)

Note:

User can create a new venue by clicking Create New Venue button (This control is not active until a City has been selected.) or create a create a new room(This control is not active until a Venue has been selected.)

User can manually modify the display text and meeting location if needed by updating the text in Display Text for Physical Location and Meeting Location fields

SET VIRTUAL LOCATION

While adding a meeting, user can set Virtual Location in Add Meeting dialog:

1. In the Add Meeting dialog > Set Virtual Location section:

2. Enter Meeting Link and/or Playback Link

Note:

User can manually modify the display text by updating the text in Display Text for Virtual Location