How to create and manage group meetings

Learn how to set up and manage group meetings in the vFairs Mobile App to facilitate seamless interactions between multiple attendees during your event.

Adding a Meeting Manually

1. Log in to the vFairs backend, open the Mobile App menu from the left navigation, and click Group Meetings.
    
   This will take you to the Meetings screen. 
2. On the Meetings screen, click on Add Meeting to begin adding a new meeting.

3. This will open a sidebar menu with various fields to help you create your meeting. The table below explains each field and how it can be used for your meeting setup:

   Field Name	Field Type	What is it for
   Meeting Title	Text	You can enter a title for your meeting.
   Meeting Description	Multi-Line Text	You can use this field to describe the agenda for the meeting for your guests.
   Meeting Type	Drop-Down Menu	You can use this to define whether it will be a physical or virtual meeting.
   Meeting Location NOTE: This field appears only when ‘Physical’ is selected in the meeting type dropdown.	Drop-Down Menu	You can use this field to select a meeting location from a range of drop-down values.
   Meeting Link NOTE: This field appears only when ‘Virtual’ is selected in the meeting type dropdown.	Text Field	You can use this field to provide the meeting like where you want all the guests to connect.
   Meeting Start Time	Date/Time Selector	You can use this field to set the start time for the meeting
   Meeting End Time	Date/Time Selector	You can use this field to set the end time for the meeting.
   Meeting Organizer	Search	You can use this to search for an existing user through email or name and appoint them as the organizer for the meeting.
   Add Guest	Search	You can use this function to find existing users and invite them for this meeting as guests.

4. Click the Save button to finalize the addition of your meeting. 

 

Importing Meetings into the System in Bulk

1. To initiate the bulk import of meetings, click on the Import button located on the Meetings screen. This will allow you to upload a file containing all the relevant meeting data.
   
2. Click the Download Template button to obtain a sample CSV file with predefined columns, which you can use to organize your meeting and guest information.
   
3. After completing the file, click on the Upload CSV button to submit your document, enabling the system to generate meetings using the information provided within it.
4. Once completed, you will see your meetings added to the Meetings Screen:

5. To notify all invitees about the scheduled meetings, simply click on the Send Email button and confirm your action. This will trigger a notification email to be sent to each invitee, ensuring they are informed of the meeting details.

 

 Configuring the Settings for Meetings

1. To configure meetings, click on the Settings button.
2. The settings section consists of 3 sub-sections: 
   1. Book Meeting Rights: This section outlines the permissions assigned to various user roles, specifying which users are authorized to send meeting requests to other user types.
      
      The table below explains each setting:
      

      Field Title	Field Type	What is it for
      Attendee Rights	Drop-Down Menu	You can select which user types attendees are permitted to send meeting requests to.
      Admin Rights	Drop-Down Menu	You can select which user types Admins are permitted to send meeting requests to.
      Speaker Rights	Drop-Down Menu	You can select which user types Speakers are permitted to send meeting requests to.
      Show Email to User Type	Drop-Down Menu	You can select which user types will be able to see the email addresses of other guests.
      Booth Rep Rights	Drop-Down Menu	You can select which user types Booth Reps are permitted to send meeting requests to.
      Event Owner Rights	Drop-Down Menu	You can select which user types Event Owners are permitted to send meeting requests to.
      Show Rating in Group Meetings for Users	Drop-Down Menu	You can select which user types will be able to see a rating option for their meetings.

   
   b. General Settings:

This section encompasses all the essential general settings associated with meetings.


The table below explains each setting on the General Settings screen:

 

c. Custom Settings: This section is for Developers to us. If you wish to use any of these settings, please contact the vFairs team.