Setting Up Meeting Booking in the Event App

Note: The Advanced Networking Power-up must be purchased for your event in order to have access to this feature

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.

1. Using Meeting Booking as an Attendee

The meeting booking feature is an effective way to push attendee networking at your event. From the Mobile Event App, attendees are able to book meetings, view their schedule, and limit their availability all in one place.

1 (A). Customize your Meeting Booking Settings

From the Mobile Event App, navigate to the left hand side navigation menu
Select Settings > Meeting Settings
Toggle on the Enable meeting booking checkbox
1. If this is toggled off, other attendees won’t be able to book meetings with you as an attendee. You will also not be able to book meetings with other meetings.
Toggle on the Meeting booking requires confirmation checkbox
1. By toggling this on, a confirmation in the event app must be confirmed by you. By toggling this off, other attendees will be able to instantly book meetings with you as an attendee.
2. Please note, this setting will override the initial setting set by the event administrator in the Event Dashboard.
Select Edit Availability > Add
1. From this section you are able to manually edit what times you are available for meeting bookings.
Select Save Availability
Select Submit

1 (B). Create Meetings as an Attendee

From the Mobile Event App, navigate to the left hand side navigation menu
Select Attendees
Select an attendee you would like to make a meeting with from the list
In the attendee profile page select Request Meeting
Under the Meeting Title field, enter the title of the meeting
Under the Attendees field, enter any additional attendees you may want to include in the meeting
Select the When? button to select the date for the meeting to take place
Select the Time? button to select the time for the meeting to take place
Under the Location field, select the location you wish to host the meeting at
Select Request Meeting

Once the attendee submits a request, the invited guest will have the meeting appear in their Meetings page. Attendees cannot book a meeting if they already have another meeting scheduled for the same time. The main benefit of using the Attendee’s page is the capability of filtering based on tags.

Alternatively, attendees can book meetings from the Meeting page on the Event App.

From the Mobile Event App, navigate to the left hand side navigation menu
Select Meetings
Select Create Meeting
Under the Meeting Title field, enter the title of the meeting
Under the Attendees field, enter any additional attendees you may want to include in the meeting
Select the When? button to select the date for the meeting to take place
Select the Time? button to select the time for the meeting to take place
Under the Location field, select the location you wish to host the meeting at
Select Request Meeting

Booking Meetings with Exhibitors

Attendees can also book meetings with exhibitors who have the Advanced Exhibitor Upgrade. Attendees will not be able to book meetings with exhibitors who do not have the upgrade.

From the Mobile Event App, navigate to the left hand side navigation menu
Select Exhibitors
Select the Exhibitor you wish to meet with
Select Request Meeting
Under the Meeting Title field, enter the title of the meeting
Under the Attendees field, enter any additional attendees you may want to include in the meeting
Select the When? button to select the date for the meeting to take place
Select the Time? button to select the time for the meeting to take place
Under the Location field, select the location you wish to host the meeting at
Select Request Meeting

1 (C). Managing Your Meetings as an Attendee

Attendees will be able to accept, deny, or withdraw from meetings in the Event App.

From the Mobile Event App, navigate to the left hand side navigation menu
Select Calendar
Select the meeting you would like to view the details for from the list
1. Select Accept to confirm you will be attending the meeting.
2. Select Deny to confirm you will not attend the meeting. Please note, denied meetings will be removed from the Calendar page. Denied meetings can still be viewed in the Meetings page but will not be interactable.
3. If you have accepted a meeting but cannot attend, select Leave Meeting to withdraw. If you are the host of this meeting, the button will be called Cancel Meeting. Please note, canceling a meeting will delete the meeting for all guests. Hosts will need to recreate the meeting if they cancel the meeting.

Alternatively, attendees can navigate to the Meeting page to achieve the same result.

From the Mobile Event App, navigate to the left hand side navigation menu
Select Meetings
Select the meeting you would like to view the details for from the list
1. Select Accept to confirm you will be attending the meeting.
2. Select Deny to confirm you will not attend the meeting. Please note, denied meetings can still be viewed in the Meetings page but will not be intractable.
3. If you have accepted a meeting but cannot attend, select Leave Meeting to withdraw. If you are the host of this meeting, the button will be called Cancel Meeting. Please note, canceling a meeting will delete the meeting for all guests. Hosts will need to recreate the meeting if they cancel the meeting.

The Meeting page can also be used as a checklist to confirm which meetings took place.

From the Mobile Event App, navigate to the left hand side navigation menu
Select Meetings
Scroll down to the Past Meetings column
Next to the meeting details select the checkmark to confirm the meeting took place
1. Select the X icon to confirm the meeting did not take place.

The meeting status will now be adjusted depending on your choice.

Frequently Asked Questions

How many attendees can be part of a single meeting?

There is no set limit to the number of attendees that can attend one meeting. Hosts can invite all attendees to a meeting if necessary.

What happens if only one person accepts?

The meeting will still take place if one or more guests deny the meeting request.

What happens when you cancel a meeting?

If a host cancels a meeting, it is gone permanently from the app. The host will need to recreate the meeting if they wish to bring it back. If a guest leaves the meeting they can still reaccept the meeting request to join back in. However, if the guest denies the meeting request, they can still view the meeting request but will not be able to interact with it.

I’m getting a “We couldn't complete your meeting request due to the guest(s) meeting settings” error message when creating a meeting. What should I do?

This message appears when at least one of the guests chosen does not meet the requirements set by the Event Administrators to join a meeting. The host will need to exclude the attendee(s) that do not meet the requirements.

Event Administrators can learn more about requirements in 3 (D). Utilizing Access Restrictions for Meetings and 3 (E). Setting Availability Restrictions Based on Shared Tags respectively in this article.

2. Setting Up Meeting Booking as an Event Administrator

Within the Meeting’s section in the Event Dashboard, you are able to customize the meetings your attendees can book along with the duration of time during the meetings as well.

From the Event Dashboard, navigate to Meetings > Settings
Under Meeting Settings, toggle on the Enable Meeting Booking checkbox
Toggle on the Require Meeting Confirmation checkbox
1. If this is toggled on, attendees will need to provide confirmation of the meeting request before it is booked.
2. If this is toggled off, attendees will be able to instantly book meetings with other attendees.
Toggle on the Require Meeting Location checkbox to require a location to be selected before a meeting can be created
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.
Under the Meeting Duration field, fill out the time each meeting will take place for in minutes
Select Save Changes

2 (A). Understanding Windows for Meeting Booking

Windows is a 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.

From the Event Dashboard, navigate to Meetings > Windows
Above the windows table, select Create
Under the Date field, enter the day where attendees can book meetings
Under the Start Time field, enter the time attendees can begin booking meetings
Under the End Time field, enter the time attendees can no longer book meetings
Select Save Changes

3. 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.

3 (A). Creating a Meeting for Attendees

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.
Above the meetings table, select Create
Under Host, select an attendee you would like to have host from the list
Under Guest, select an attendee you would like to have join the meeting
1. Fill out the rest of the required fields like Title, Date, Start Time, and End Time.
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.
Toggle on the Send Confirmation Email checkbox
1. By toggling this on, it will send a confirmation email to the guest who is invited.
2. By toggling on the Hidden checkbox, the meeting will not show up for hosts or guests in the event app.

Event organizers can also import multiple meetings in bulk.

From the Event Dashboard, navigate to Meetings > Meetings
Above the meetings table, select the upload button
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
Save the file
Select Drag and drop some files here, or click to select files, to upload the meeting CSV file
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.

3 (B). 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.

From the Event Dashboard, navigate to Meetings > Locations
Above the locations table, select Create
Fill out the Location Name
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.
Select Save Changes

Attendees may only book one room at any given time. Attendees cannot book multiple locations simultaneously. However, multiple meetings can take place in one location if Allow Multiple Meetings is enabled.

Attendees can also be required to select a location before finalizing their meeting.

From the Event Dashboard, navigate to Meetings > Locations
Under Meeting Settings, select the Require Meeting Location checkbox
Select Save Changes

3 (C). 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.

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

3 (D). 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.

From the Event Dashboard, navigate to Meetings > Settings
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.
Select Save Changes

3 (E). 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.

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

4. 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.

4 (A). Creating a Meeting Booking Report

From the Event Dashboard, navigate to Data & Reports > Custom Reports
Above the custom reports table, select Create
Under Report Type, select Meetings
Under Fields, select Title, Host, Guests, Date, Start Time, End Time, Location, Description, or Hidden. Quick Tip - You are now able to see the status of the meeting in the reports. The statuses are Confirmed, Pending, Cancelled.

4 (B). Downloading the Custom Report

From the Event Dashboard, navigate to Data & Reports > Custom Reports
Select the meetings report from the list
Above the custom reports table, select Actions > Generate Report
Once the report is created, select Download Previous Report
1. Depending on the size of the report this may take a while and will need a refresh of the browser.