I’m an Event Administrator, how can I set up Meeting Booking in the Event App?

Meeting Booking is a feature inside of the PheedLoop Event App that allows you and your attendees to book meetings with one another! This is a powerful tool that encourages attendees to network with one another. The best part about meeting booking is that this feature can be used by attendees in advance of the event date. Attendees can be encouraged to book meetings to fully maximize their event experience. 

As an event admin - you are able to require booking confirmations amongst attendees and you can also set the default duration of how long these meetings should be. With the introduction of meeting booking, we are also introducing a convenient calendar tool that allows attendees to see at a single glance all of their saved sessions and meeting books inside of the event app. All of this is to provide a more enriching networking experience.

Contents

Setting Up Meeting Booking as an Event Administrator

  1. From the Event Dashboard, navigate to Meetings > Settings

  1. Under Meeting Settings, toggle on the Enable Meeting Booking checkbox

  1. Toggle on the Require Meeting Location checkbox to require a location to be selected before a meeting can be created

  1. Under Start Time and End Time, fill out a time
    1. By setting a start and end time, this will be the default duration for each meeting.

  1. Under the Meeting Duration field, fill out the time each meeting will take place for in minutes

  1. Select Save Changes

Understanding Windows for Meeting Booking

Windows are an unique feature that allows the event administrator to determine what days and times attendees can book meetings for. If this feature is used, attendees will not be able to book meetings on days and times not included in the meeting window. For example, if the meeting window is October 1st 9AM to 5PM, then October 2nd, October 3rd, and so on cannot be booked by attendees.

  1. From the Event Dashboard, navigate to Meetings > Windows
  2. Above the windows table, select Create

  1. Under the Date field, enter the day  where attendees can book meetings
  2. Under the Start Time field, enter the time attendees can begin booking meetings
  3. Under the End Time field, enter the time attendees can no longer book meetings
  4. Select Save Changes

Coordinate and Edit Meetings as an Event Administrator

One advanced aspect of the Meeting Booking feature is the capability for Event Admins to proactively set up meetings between attendees. This is a great option if you are looking to facilitate networking or engagement on behalf of your attendees. Think of this as a matchmaker tool except you are the matchmaker! Event Admins will also have the capability to edit existing meetings.

Creating a Meeting for Attendees

  1. From the Event Dashboard, navigate Meetings > Meetings
    1. The meetings table is a list of all of the meetings that have been created by attendees.
  2. Above the meetings table, select Create

  1. Under the Title field, enter a title for the meeting
  2. Under Host, select an attendee you would like to have host from the list
  3. Under Guest, select an attendee you would like to have join the meeting

  1. Under the Start Time and End Time fields, enter the duration of the meeting
  2. Under Location, select the location in the venue where you can meet
    1. We usually see event planners use rooms as a meeting point.
    2. Read the next step to find out how to add Locations.
  3. Toggle on the Send Confirmation Email checkbox
    1. By toggling this on, it will send a confirmation email to the guest who is invited.
  4. Toggle on the Hide Meeting checkbox, to prevent the meeting from appearing on the Event App
  5. Select Save Changes

Event organizers can also import multiple meetings in bulk.

  1. From the Event Dashboard, navigate to Meetings > Meetings
  2. Above the meetings table, select the upload button

  1. Select Download Template
    1. The Meetings template will now be downloaded onto your device.

  1. Open the CSV file and edit the following columns as needed
    1. See the Headings in the Meetings Upload Template section below for information on each column
  2. Save the file
  3. Select Drag and drop some files here, or click to select files, to upload the meeting CSV file

  1. Select Submit

Quick Tip - You are able to download a CSV file with all of the meetings already created in the Meetings > Meetings, meetings table. Just select the cloud with the downward arrow icon to download a CSV file with all of the information.

Headings in the Meetings Upload Template

host Enter the attendee code for the individual serving as the host
guests Enter the attendee codes for those attending the meeting
title Enter the name of the meeting under this column. Text entered here will appear under the Title field.
date Enter the date for the meeting to begin in YYYY-MM-DD format.
time_start Enter the time for the meeting to end in HH-MM-SS format.
meeting_location Enter the name of the location under this field.
notes Type any notes for the meeting. Text entered here will appear under the Description field.
is_hidden Type true to toggle on the Hide Meeting checkbox. Type false or leave blank to keep this toggle off.

Creating Locations for Meetings

At the venue of your event you may have areas or rooms where you (or attendees) can set up meetings between attendees. In the Event Dashboard you can add locations for easier understanding between the two attendees meeting.

  1. From the Event Dashboard, navigate to Meetings > Locations
  2. Above the locations table, select Create

  3. Fill out the Location Name

  4. Under Sponsor, select the sponsor banner image that can be shown at the bottom of the meeting details
    1. This is not required to create the location.
  5. Toggle on the Allow Multiple Meetings checkbox to allow for multiple meetings in the same location and time
  6. Select Save Changes

Meetings and Sessions in the Calendar

Part of the meeting booking feature is the default event app page called the Calendar Page. The Calendar Page is an area where you are able to see your saved sessions and confirmed meetings all in one place.

  1. From the Event Dashboard, navigate to Experiences > Mobile App > Pages
  2. Select Calendar from the pages table

  1. Toggle on the Is Visible checkbox
    1. You have the ability to rename this page or change the icon, by filling out the Title and Icon fields.
    2. You have the option to add a banner for your sponsors under the Sponsor field as well as the duration of the banner under Sponsor Duration.
    3. You can toggle on the Is Quick Link and Open in New Tab checkboxes for further customization.

  1. Select Save Changes

Utilizing Access Restrictions for Meetings

If it is ideal to reserve the ability to book meetings only to a handful of attendees, that can also be done in the form of a tag or ticket restriction. If set, an attendee must have the relevant tag or ticket associated with them before they can make use of the meeting booking feature.

  1. From the Event Dashboard, navigate to Meetings > Settings
  2. Scroll down to Access Restrictions
    1. Select Required Tags to specify which tags are required to book meetings
    2. Select Required Tickets to specify which tickets are required to book meetings
    3. Select Excluded Tags to exclude attendees with the tag from booking meetings.
    4. Select Excluded Tickets to exclude attendees with the ticket from booking meetings.
  3. Select Save Changes

Setting Availability Restrictions Based on Shared Tags

Please note that Availability Restrictions does not impact the option to book meetings with exhibitors 

Another restriction that can be placed for meeting booking is based on shared tags. If set, only attendees with this tag will be able to have meetings booked from. Multiple tags can be included simultaneously. Attendees without the tag will not see an option to book meetings.

  1. From the Event Dashboard, navigate to Meetings > Settings
  2. Scroll down to Availability Restrictions
  3. Under the Restricted Tags field, select the tag required for attendees to book meetings with
  4. Select Save Changes

Downloading Meeting Booking Information

At the end of your event, you may want to review how the meeting booking feature went with your attendees. You have the option to extract this data from a custom report.

Creating a Meeting Booking Report

  1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
  2. Above the custom reports table, select Create

  1. Under Report Type, select Meetings
  2. Under the Name and Description fields, enter a name and an optional description for your report
  3. Under Fields, select Title, Host, Guests, Date, Start Time, End Time, Location, Description, or Hidden
  4. Use the Start Date and End Date fields to only pull data from a specific date range

Quick Tip - You are able to see the status of the meeting in the reports. The statuses are Confirmed, Pending, Cancelled.

Downloading the Custom Report

  1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
  2. Select the meetings report from the list

  1. Above the custom reports table, select Actions > Generate Report

  1. Once the report is generated, select Download Previous Report

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