 | The Meeting Diary App can be used by both Exhibitors and Attendees to review their meeting schedules, request additional appointments, and print out their schedules (as part of the Meeting Matching feature). |
Setting up the Meeting Diary App
Details
As for all apps/portals, you need to set up a name, Alias (URL), brand, live dates, and messaging for before and after the app is live. Read this article for more information.
Localization
For this portal, you make wording changes directly in the app, so there's no localization tab. Read more about Localization.
Content
Sign In Page
Heading - Enter a page heading here.
Content - Enter any text to appear on the Sign In Page in the HTML editor.
Home Page
Navigation – Enter the text to appear on the button in the Navigation bar.
Heading - Enter a page heading here.
Content - Enter any text to appear on the Home Page in the HTML editor.
Before setting up the below, you first need to have enabled Meeting Diary (and a Meeting Schedule) on the relevant Exhibitor Stand Type and Attendee Registration Type. To avoid confusion, give Exhibitors a different registration type.
Exclusions Page
Exclusions let people choose specific criteria and exclude anyone who matches from creating a meeting with them. You can configure the following:
Navigation – Enter the text to appear on the button in the Navigation bar.
Heading - Enter your desired page heading here.
Exhibitor or Attendee Exclusion Instructions - We recommend you add instructions to appear on the page (by using the HTML editor).
Let Exhibitors know that they can exclude meeting requests from Attendees based on country and/or contact custom field (depending on what you set up).
Let Attendees know they can exclude meeting requests from Exhibitors based on the marketing tag you've set up.
Enable Exhibitor Country Exclusions - Enable this to allow Exhibitors to exclude Attendee meeting requests, based on country.
Number of Exclusions - Maximum number of countries that can be excluded.
Note Type to Store Exclusions - Specify the Note Type to store exclusions based on Country, on the record of the Exhibitor asking for the exclusions. [You need to have set this up beforehand, in the Notes module.]
[NOTE: If you want attendees to be able to exclude exhibitor meeting preferences based on country, you'd need to set this up as a marketing tag and import the data onto exhibitor records. Attendees can only exclude exhibitors on the basis of a marketing tag.]
Enable Exhibitor Contact Tag Custom Field Exclusion – Enable this to allow Exhibitors to exclude Attendee meeting requests, based on a Contact custom field (tag type).
Custom Field - Specify the contact custom field (for the above)
Number of Exclusions allowed based on this contact custom field.
Note Type to Store Exclusions - Specify the Note Type to store an Exhibitor's requested exclusions (on their record) based on contact custom field (tag type). [Again, you need to have set up this Note Type beforehand.]
Enable Attendee Marketing Tag Exclusion - Enable this to allow Attendees to exclude Exhibitor meetings, based on a Marketing Tag (tag type).
Marketing Tag - Specify the marketing tag (on the exhibitor record).
Number of Exclusions allowed based on this marketing tag.
Note Type to Store Exclusions - Specify the Note Type to store exclusions on the requesting attendee's contact record, based on this marketing tag. [Again, you need to have set up this Note Type beforehand.]
Meeting Diary Page
These are the settings used to manage the content on the Meeting Diary Page, which shows the schedule of meetings for each attendee or exhibitor:
Navigation – Enter the text to appear on the button in the Navigation bar.
Heading – Enter a page heading here.
Content – Enter any instructions or information in the HTML Editor.
Set Meeting Diary to Read Only after – Set the date and time here, after which attendees and exhibitors will no longer be able to make any changes to their schedule. If you do not set this to a future date, then Attendees and Exhibitors will not see the Request Meeting tab and buttons in the portal.
Allow available meeting times to be blocked – Checking this box will allow exhibitors and attendees to block out times where meetings cannot be scheduled.
Number of meetings that can be blocked per day - you must specify a maximum here.
Allow to block meeting times until - specify a time and date to limit when attendees can block meetings [defaults to event end date].
Allow Pre-Scheduled meetings to be canceled – Checking this box will allow exhibitors and attendees to cancel meetings that were pre-scheduled.
Number of meetings that can be canceled per day [you can leave the default of 100, or set a different maximum.]
Allow meeting cancellation until - specify a time and date to limit when attendees can cancel meetings [defaults to event end date].
Show Alternate Times when Confirming Meeting Request – Checking this box will display additional open time slots that can be requested.
Attendee Print & Attendee Print 2 (and Attendee Print2 label) – Choose the Report(s) to display the Attendee meeting schedule.
Exhibitor Print & Exhibitor Print2 (and Exhibitor Print2 label) – Choose the Report to display the Exhibitor meeting schedule.
Request Meeting Page
This is the page where attendees and exhibitors can request meetings with other people. [It also includes the "Search" - see below for more information]
Navigation – Enter the text to appear on the button in the Navigation bar.
Heading – Enter your desired page heading here.
Content – Enter any instructions or information in the HTML Editor.
Filter Heading & Instructions - this will appear on the Request Meeting tab.
Results Heading & Instructions - this will appear on the Request Meeting tab.
Meeting Request Heading & Content - users will see this when requesting a new meeting.
Accept Meeting Heading & Content - users will see this when accepting a new meeting request from another person.
Decline Meeting Heading & Content - users will see this when declining a meeting request from another person.
Cancel Request Heading & Content - users will see this when requesting cancellation of an existing meeting.
Cancel Meeting Heading & Content - users will see this when canceling an existing meeting.
Attendee Info Merge Doc - when viewing Info about an Attendee, this Merge Doc will be used.
Exhibitor Info Merge Doc - when viewing Info about an Exhibitor, this Merge Doc will be used.
Show Photo/Logo - should the person's photo be displayed with their Info?
Note: Exhibitors do not show the Contact's Photo, but instead show the Company Logo from the Exhibition entry. This is an optional field that can be enabled in Exhibition Module (Preferences).
Combine Exhibitor and Co-Exhibitor - Merge Co-Exhibitor with their exhibitor, for easy viewing.
Show Stand Number - should the Exhibitor's stand/booth number be displayed?
Missed Meetings Page
Often an Exhibitor or Attendee will receive more requests for meetings than can be accommodated in the number of timeslots. This page shows these unhandled requests, so Exhibitors may contact these Attendees after the event.
Navigation – Enter the text to appear on the button in the Navigation bar.
Heading – You can change the default text here.
Content – Enter any instructions or information in the HTML Editor.
Attendee Search [on the Request Meetings page]
The following settings let you configure the Attendee Search Page (this is where people - either exhibitors or other attendees, depending on what you've set up for the attendee registration type - can search for Attendees):
Tab – Enter the text to appear on the Attendee Search Tab.
Show these Registration Types in Search Results – Choose the registration types that you want to be available to search and display on this page.
IMPORTANT: You need to specify at least one registration type here, or else Attendee Search and (Attendee) Missed Meetings on the Missed Meetings tab will be empty.
Attendees will only appear in the search if not excluded by the searcher's exclusions.
Include Country - Check this box to display a country selection dropdown list in the search fields.
Country Label – You can set the default text for the country dropdown list here.
Marketing Tags, Labels and Help Text – You can select up to 10 Marketing Tags to appear in the Attendee Search fields, along with corresponding labels and help text.
Include Group Members in Result - Results will include group members as options.
Exhibitor Search [on the Request Meetings page]
The following settings let you configure the Exhibitor Search Page (this is where Attendees search for Exhibitors):
Tab – Enter the text to appear on the Exhibitor Search Tab.
Show these Stand Types in Search Results – Choose the Stand Types that you want to be available to search and display on this page.
IMPORTANT: You need to specify at least one Exhibitor stand type here, or else there'll be no results in Exhibitor Search or (Exhibitor) Missed Meetings.
Exhibitors will only appear in the search if not excluded by the portal user's exclusions.
Include Country – Check this box to display a country selection dropdown list in the search.
Country Label – You can set the default text for the country dropdown list here.
Marketing Tags, Labels and Help Text – You can select up to 10 Marketing Tags to appear in the Exhibitor Search fields, along with corresponding labels and help text.
Include Group Members in Result - Results will include group members as options.
Additional Pages
You can define up to three additional pages along with Navigation buttons and content, to contain any necessary information for your visitors.
Using the Meeting Diary App
[You may want to give these instructions to your attendees and exhibitors, either beforehand or on the portal itself.]
Sign In
Attendees or Exhibitors sign in by entering their email address and password. They will need to have cookies enabled in their browser.
Home
Add any information here you'd like your Attendees/Exhibitors to read.
Meeting Diary
The Meeting Diary has a color-coded display of all meetings and meeting requests.
Blue rows are empty timeslots. Each of these has a button to Request Meeting.
Green rows are confirmed appointments.
Light green rows are unanswered meeting requests.
Meetings, and Meeting Requests, have the following information:
Meeting Time
Attendee Name or Exhibitor Name - the Information button gives more details.
Diary - If the Exhibitor has multiple people working on their booth, each one can have their own Diary.
Stand Number - This will only display if enabled in the App Content setup for the Request Meeting page.
Request Type - Attendee Request, Exhibitor Request, or Mutual Request. ("My Request" indicates a manual request by the logged in user.)
Pre-Scheduled Meeting - this is a meeting generated automatically by the Meeting Matching Express Action, not a manual request.
Empty Timeslots (blue) give the user the following buttons:
Request Meeting - Send a Request for a meeting with another person. This uses the same interface as the Request Meeting tab (below).
Cancel Request - Cancel a pending Request.
Accept Meeting - Review the Request details, then enter an optional message for the requesting person, and press Accept Meeting. The message will be emailed to the other person.
Decline Meeting - Review the Request details, then enter an optional message for the requesting person, and press Decline Meeting. The message will be emailed to the other person.
Cancel Meeting - Cancel a confirmed meeting. (Pre-Scheduled Appointments can only be canceled here if that option is enabled in the App Content options for the Meeting Diary Page.)
Request Meeting
Filter
Attendees/Exhibitors can search for people to meet with by using the Filter. The following options are available [depending on what you've set up]:
Search - Entering any part of the person's name or organization will show all matching records.
Country - A pre-populated list of every country currently in the event.
Status - If 'only show people with meeting times available' is ticked, it'll hide people with no free matching timeslots.
Time Slot - Search for a particular slot, or "All" for any timeslot.
Order - Results can be ordered by Organization, ID, or Last Name.
Pressing Search will display results, and Clear will wipe the Filter. To see all available people, users can leave the Search and Country fields empty, then press Search.
Result
This will show all people who match the search filter. More information about a person will be shown if users press the Information button next to their name.
(It displays the Merge Document you've set up under Attendee Info Merge Doc or Exhibitor Info Merge Doc on the Request Meeting Page section of the App setup.)
The user can also see how many free timeslots each person has. They can then:
Choose a person, and press Request Meeting.
On the pop-up screen, enter a message for the other person.
Press Request Meeting to send the request. The other person will be alerted via email.
Missed Meetings
There will always be more Requests for meetings than can be given meeting appointments. Users can look under this tab to keep track of these requests:
Meetings Requested by Me - shows requests that could not be filled.
Meetings Requested by Others - shows other people's unfulfilled Requests to meet.
This information is also available on the Missed Meeting List, which is part of the Exhibitor Meeting Documentation report, and the Attendee Meeting Documentation report.