Introduction
Managing your meeting availability during events ensures that you only receive meeting requests during times that suit you. This feature allows you to specify your availability, making it easier to balance meetings with sessions and other activities. By customizing your meeting slots, you enhance your networking potential and stay in control of your schedule. Clear communication and flexibility with scheduling also improve the overall event experience for both you and your meeting partners.
š« Feature Access Restrictions
Access to Meetings is at the discretion of the event organizer. If you wish to network with other participants, please reach out to the organizer for permission.
F.A.Q.
F.A.Q.
Why can't I schedule meetings?
Meeting access is controlled by the event organizer. If you donāt see it available, contact the organizer for access.Can I set when Iām available for meetings?
Yes, you can customize your availability by selecting or deselecting time slots.I'm not able to reschedule a meeting, why?
Only the meeting owner can edit meeting details. Participants can decline but not reschedule meetings created by the event organizer.
How to manage meeting slots availability
The meeting slots are created by the event organizer. Your availability decides which of these slots other participants can book with you: a meeting request can only be sent on a slot where you are available.
Open your availability
You can open your availability from three places:
Attendees and Exhibitors lists: in the Is your availability right? card, click Manage availability. The card appears when the event has meeting slots.
My schedule: go to your profile from the top navigation bar, open My schedule, then click Manage my meeting availability.
Mobile app: the same button is shown on the People and Exhibitors lists and on My schedule. It opens your availability at the bottom of the screen.
Set the slots when you are available
In Manage availability, review the slots of each day. Available slots are shown in green with a check mark.
Click a slot to switch it off or on. Use the checkbox next to a day to make all the slots of that day available at once. When only some slots of a day are available, the day checkbox shows a dash.
Your changes apply to anyone who books a meeting with you.
A slot that already holds a meeting shows the name of the person you are meeting and cannot be switched off. Cancel or reschedule the meeting first if you need that time back.
š” When a meeting request is sent with an expiration time, you will be notified once the meeting has expired if you're the requester.
Tips for effective meeting availability management:
Review the schedule regularly: As the event date approaches, review and adjust your availability to accommodate any changes in your schedule.
Balance your time: Ensure you allocate time for both networking and attending sessions or other event activities.
Communicate clearly: Use the meeting request feature to communicate any specific preferences or requirements to potential meeting partners.
How manage your meetings
Reschedule or cancel meetings
You can reschedule pending, confirmed, and cancelled meetings, from the Meeting details page on web and mobile.
Open the meeting you wish to reschedule or cancel
Select Reschedule meeting or Cancel meeting request
For rescheduled meetings, you will have to select a new date, time slot, or locationāif allowed for new bookings. However, meeting locations for an existing booking cannot be changed directly and require cancellation before rebooking.
If a meeting is rescheduled, all other participants will receive a new meeting request along with a new notification on web and mobile app. The old meeting will appear as 'rescheduled' and the link to the new meeting will be mentioned.
Accept or decline meetings
As an invitee receiving a meeting request:
Accept or Decline the request
Reschedule directly from the details page
Connect Google Calendar to stay in sync
As the requester waiting on a response:
Reschedule or Cancel the request
Add participants or video conferencing
Export to calendar without leaving the page
You can also log your meeting attendance directly from the event app and share your experience by choosing:
āI joined, and it was valuable.ā
āI joined, but it wasnāt valuable.ā
āNo, it didnāt happen.ā
This makes it easier to stay engaged and reflect on the quality of your meetings, helping you get more out of the event.
Understanding meetings permissions
When creating a meeting, the first user added becomes the meeting owner. This role comes with specific permissions:
Meeting owner can:
Decline the meeting
Send messages in the chat
Add a meeting description
Cancel the meeting
Add another participant to the meeting
Meeting participant can:
Decline the meeting
Send messages in the chat
š” Participants cannot reschedule meetings created by the event organizer, only the organizer has the authority to modify the schedule. If you wish to reschedule a meeting created by the event organizer, please contact them.
Regularly reviewing and adjusting your availability, balancing your time between meetings and sessions, and clearly communicating your preferences will help you make the most of your event participation. Utilize these tools to handle changes in your schedule with ease, maintaining flexibility and efficiency. For further assistance, explore additional resources on streamlining your networking and managing your schedule.