Setting up Meeting Booking on the Dashboard (CMS)

1. Log into your CrowdComms dashboard (CMS) and input your details.

2. Select the Event App on which you would like Meeting Booking to be set up.

3. Click 'Features' on the left-hand menu, then click on 'Meetings,' which will appear as an option in the secondary menu to the right and you will see the Meeting Settings page.

4. On this page you can:

a. Choose your meeting options – You have the option to enable physical-only or virtual-only meetings or both.

b. Choose your meeting type – You have the option to allow delegate-to-delegate meetings only, delegate-to-exhibitor meetings only or both.

c. Set the meeting start and end dates – You can set the meeting dates to be outside of your Event App dates. By default, meetings can be booked between the start and end of the event, but you can extend the period to allow meetings to be booked before and after the event by populating these fields.

d. Set the meeting start and end times – This timing will be relative to the time zone of your app.

e. Set the minimum and the maximum meeting length – As a minimum, you can choose between, 5, 10, 15, 20, 30 and 60 minutes of meeting time. This time will also appear within each time-slots for users to select on the Event App. As for the maximum, you have the options of, unlimited, 5, 10, 15, 20, 30 and 60 minutes of meeting time.

f. Add meeting locations and location descriptions – Type the name of the location, add any additional info in the description box and click 'Submit'. These locations will be available as options on your Event App for your delegates to select.

g. Edit and delete location(s) – You can amend or delete meeting locations and their description. Note: You cannot amend or delete the location if your delegates have already selected them on your Event App.

h. Set up group privacy – You have the option to decide which People's Group can access the Meeting feature.

5. Click 'Save'

6. You can also add Meeting Booking as a Module now, allowing users quick access to the feature via the left side navigation menu in the app. To enable this via the CMS:

Navigate to Modules > Manage Modules
Click 'Create New Module'
Select 'Meeting Booking', Choose the Module name and preferred icon and enable visibility.

Note
When booking a meeting in the event app, users may receive emails for the following reasons:

Situation	Who gets the email
A meeting is booked	Each invitee. The organiser does not.
Someone is added later	Only the new invitees.
An invitee accepts	The organiser only.
An invitee declines	The organiser only. A reason is included when they gave one.
The start or end time changes	Every invitee, including people who already answered. The organiser does not. Their previous answer is cleared.
An invitee accepts the new time	The organiser only.
An invitee declines the new time	The organiser only.
The organiser cancels	Everyone who has accepted, except the organiser. If nobody else has accepted, nobody is emailed.
An exhibitor hub user cancels	Same as the organiser cancelling: accepted invitees only.

If you are organising meetings from the CMS, then users will receive emails for the following reasons:

Situation	Who gets the email
An admin creates the meeting	Each invitee. The organiser does not. The email says to view the meeting, rather than accept or decline it.
An admin adds someone	Only the new invitees, with that same "view the meeting" wording.
An admin removes someone, or changes the organiser, subject, location, or notes	Nobody.
An admin changes the start or end time	Every invitee. The organiser does not. The email is written as if the organiser made the change. Previous answers are cleared.
An admin accepts or declines on someone's behalf	The organiser only, as if that person had answered themselves. A CMS decline has no reason.
An admin marks someone tentative	Nobody.
An admin cancels	The organiser and everyone who has accepted. People who have not answered, declined, or marked tentative are left out. If nobody has accepted, the organiser still gets it.
A spreadsheet import	Nobody, including creates, time changes, answers, and cancellations.