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How to Configure the Meeting Module

The Meeting Module (Meeting v2) allows organizers to control how meetings are scheduled, who can book with whom, participant limits, durations, and overall meeting behavior. This article covers all configuration options available in the backend.

Step 1: Enable Meeting Module

  1. Go to Event Backend.
  2. Navigate to Event Settings → Meetings.
  3. Enable “Group Meeting v2.”

Step 2: Access Meeting Settings

  1. Go to Networking → Meetings.
  2. Click on Settings.

Meeting Configuration Settings

1. Allowed Roles for Meeting Booking

  • Multi-select dropdown with roles:
    • Event Owner, Admin, Attendee, Exhibitor, Speaker
  • Default: All roles selected

You can configure:

  • Allowed roles for Attendees
  • Allowed roles for Booth Reps
  • Allowed roles for Admins
  • Allowed roles for Event Owners
  • Allowed roles for Speakers

Behavior:

  • Users can only book meetings with the selected roles.
  • In participant selection and user listings:
    • Only eligible users will appear.
    • “Book Meeting” button will only show for allowed role.

2. Enable Co-host

  • Default: Disabled
  • When enabled:
    • Users can add co-hosts while creating or editing meetings.

3. Allowed Meeting Durations

  • Multi-select dropdown (e.g., 5 mins, 10 mins, 15 mins, 30 mins, 1 hr, etc.)
  • Determines which duration options are available during booking.

4. Max Participants Count

  • Type: Numeric field
  • Default: 2
  • Defines the maximum number of participants, including the host.

5. Enable Custom Fields

  • Default: Disabled
  • When enabled:
    • A link appears to configure up to 10 custom text fields.
    • These fields will be used during meeting creation.



6. Allow Meetings in Attendee Listing

  • Default: Enabled
  • Displays the “Create Meeting” button in attendee listings (web & mobile).

7. Allow Meetings in Booths

  • Default: Enabled
  • Displays the “Create Meeting” button on booth profiles.


8. Allow Double-Booking on Time Slots

  • Default: Disabled
  • When enabled:
    • Users can book meetings on already booked slots.
    • System checks:
      • User availability
      • Networking hours
      • Event timings
    • System does not check existing booked meetings.

9. Show Participant Emails

  • Default: Disabled
  • When enabled:
    • Participant email addresses will be visible during:
      • Booking
      • Editing
      • Viewing meetings

10. Enable Meeting Widget

  • Default: Enabled
  • Displays the Meeting Widget on the event frontend.

11. Allow Reserve Extra Seats

  • Default: Disabled
  • When enabled:
    • Shows the option to reserve additional seats during meeting creation.

12. Allow Meeting Creation from Meeting Module

  • Default: Enabled
  • Select user roles from the drodpow and based on which only allowed users will be able to create meetings directly from the Meetings module.

Availability Settings

1. Availability Permissions

  • Select which roles can define their custom availability.

2. Networking Hours

  • Define the time window (within event timings) during which meetings can be booked.