---
title: How to View and Create Meetings
description: "The Meetings module provides full control over:\n\nViewing and filtering meetings\nManaging schedules via list and calendar views\nCreating meetings with intelligent slot, participant, and location handling\n\nWith automated validations and dynamic updates, the system ensures meetings are scheduled efficiently without conflicts."
---

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1. [Help Center](https://help.vfairs.com/knowledge?hsLang=en)
2. [Group Meeting](https://help.vfairs.com/knowledge/group-meeting?hsLang=en)

# How to View and Create Meetings

## Event organizers and admins can manage all event meetings from a centralized dashboard. This includes viewing meeting statistics, filtering meetings, switching between views, and creating new meetings with advanced configurations.

#### **How to View Meetings**

### **Access Meetings Dashboard**

1. Go to **Event Backend**.
2. Navigate to **Networking → Meetings → Meetings Tab**.  
   ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-01-23-1222-AM.png?width=670&height=326&name=image-png-Apr-28-2026-12-01-23-1222-AM.png)

---

### **Meeting Overview & Stats**

At the top of the page, you will see key meeting statistics:

- **Pending Meetings**
- **In-Progress Meetings**
- **Completed Meetings**

![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-01-40-1095-AM.png?width=576&height=144&name=image-png-Apr-28-2026-12-01-40-1095-AM.png)

---

#### **Meeting Views**

### **1. Listing View**

- Displays all meetings in a list format.
- Organizers can: 
    - **View**, **Edit**, or **Delete** meetings  
      ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-03-48-5736-AM.png?width=670&height=326&name=image-png-Apr-28-2026-12-03-48-5736-AM.png)
- Organizer can bulk delete the meetings as well from listing: 
    - Select all or selective meetings from the listing, on selection delete button will appear using which meetings can be deleted.  
      ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Jun-12-2026-01-02-57-1274-PM.png?width=2844&height=1952&name=image-png-Jun-12-2026-01-02-57-1274-PM.png)

#### **Available Filters**

- **Status** (Pending, In-Progress, Completed)
- **Role-based filter**: 
    - Meetings created by logged-in user
    - All meetings
    - Meetings user is invited to

- **Date Range**

**![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-05-16-3435-AM.png?width=379&height=421&name=image-png-Apr-28-2026-12-05-16-3435-AM.png)**

- **Meeting Type**
- **Specific User**

**![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-05-54-6012-AM.png?width=301&height=328&name=image-png-Apr-28-2026-12-05-54-6012-AM.png)**

---

### **2. Calendar View**

- View meetings in: 
    - **Day**, **Week**, or **Month** format

- Displays: 
    - Scheduled meetings
    - Blocked/unavailable time slots
    
  ![](https://help.vfairs.com/hs-fs/hubfs/undefined-Apr-28-2026-12-13-34-4923-AM.png?width=670&height=370&name=undefined-Apr-28-2026-12-13-34-4923-AM.png)

---

### How to Create a Meeting

1. Click **Create Meeting**.  
   ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-14-13-0562-AM.png?width=670&height=326&name=image-png-Apr-28-2026-12-14-13-0562-AM.png)

---

#### **Meeting Setup Fields**

##### **1. Title**

- Auto-generated based on selected participants.
- Updates dynamically when participants change.

---

##### **2. Participants (Invitees)**

- Dropdown shows users based on: 
    - Role permissions
    - Allowed booking settings
- **Participant Limit:** 
    - Controlled via backend settings
    - Includes the meeting organizer

- Emails are hidden by default (can be enabled via settings).  
  ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-20-14-8052-AM.png?width=338&height=438&name=image-png-Apr-28-2026-12-20-14-8052-AM.png)

---

##### **3. Co-host**

- Visible only if enabled in settings.
- Can only be selected from added participants.  
  ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-20-58-9240-AM.png?width=338&height=258&name=image-png-Apr-28-2026-12-20-58-9240-AM.png)

---

##### **4. Additional Guests**

- Appears if enabled in event settings.
- Free-number field.
- Included in total participant count (if location has capacity).

---

##### **5. Date & Time Selection**

##### **Date Behavior**

- **≤ 7 days event:** No date picker, quick selection shown
- **Single-day event:** Only event date shown
- **Multi-day (\>7 days):** Calendar picker available

**Default Date Selection:**

- Future event → First available date
- Ongoing event → Current date
- Past event → Last event date

---

##### **6. Duration**

- If multiple durations exist → Dropdown shown
- If only one → Field hidden  
  ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-22-25-6084-AM.png?width=454&height=250&name=image-png-Apr-28-2026-12-22-25-6084-AM.png)

---

##### **7. Time Slots**

- Auto-generated based on: 
    - Participant availability
    - Networking hours
    - Event timing

**Slot Behavior:**

- Booked slots → shown as **strikethrough**
- First available slot → auto-selected
- No availability → “No slots available” message

**Dynamic Updates:**

- Adding/removing participants → slots regenerate
- Changing duration → slots refresh
- Changing date → slots refresh (duration retained)
  
  Note: Past time slots are not shown for ongoing events.
  
  ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-23-06-4373-AM.png?width=395&height=510&name=image-png-Apr-28-2026-12-23-06-4373-AM.png)

---

##### **8. Meeting Type**

- Pulled from configured meeting types.

**Behavior:**

- Single type → auto-applied
- Multiple types → dropdown shown
- Determines: 
    - **Virtual (URL-based)**
    - **Physical (Location-based)**
    
  ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-23-45-6933-AM.png?width=574&height=107&name=image-png-Apr-28-2026-12-23-45-6933-AM.png)

---

##### **9. Location Selection**

##### **Booth Locations**

- Auto-selected when booking with booth reps/admins
- Shows only relevant booth locations

##### **Other Locations**

- Available when applicable based on user role

##### **Smart Location Selection**

- System auto-selects location based on: 
    - Participant count
    - Location capacity

**Example:**

- Location A (Capacity 5)
- Location B (Capacity 2)  
  → For 2 participants → Location B selected

**Edge Cases:**

- No available locations → message displayed
- Fully booked → cannot proceed

![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-26-21-5501-AM.png?width=512&height=264&name=image-png-Apr-28-2026-12-26-21-5501-AM.png)

---

##### **10. Virtual Meeting URL**

- Auto-generated for virtual meetings
- Users can: 
    - Remove auto-generated link
    - Add custom link
    - Regenerate link

![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-27-06-1488-AM.png?width=522&height=164&name=image-png-Apr-28-2026-12-27-06-1488-AM.png)

---

##### **11. Additional Fields**

##### **Description**

- Optional
- Always visible

##### **Custom Fields**

- Visible only if enabled in settings
- Max **10 fields**

##### **Tags**

- Visible only if tags are created
- Multi-select dropdown

![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-28-2026-12-28-16-2135-AM.png?width=670&height=491&name=image-png-Apr-28-2026-12-28-16-2135-AM.png)

**Note:** Meetings can be viewed and booked on both web and mobile using similar views, filters, and creation flows.

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