How to View and Create Meetings

How to View Meetings

Access Meetings Dashboard

1. Go to Event Backend.
2. Navigate to Networking → Meetings → Meetings Tab.
   

Meeting Overview & Stats

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

• Pending Meetings
• In-Progress Meetings
• Completed Meetings

Meeting Views

1. Listing View

• Displays all meetings in a list format.
• Organizers can:
  • View, Edit, or Delete meetings
    
    
    

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

• Meeting Type
• Specific User

2. Calendar View

• View meetings in:
  • Day, Week, or Month format

• Displays:
  • Scheduled meetings
  • Blocked/unavailable time slots
  
  

 How to Create a Meeting

1. Click Create Meeting.
   

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).
  

3. Co-host

• Visible only if enabled in settings.
• Can only be selected from added participants.
  

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
  

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.
  
  
  
  

8. Meeting Type

• Pulled from configured meeting types.

Behavior:

• Single type → auto-applied
• Multiple types → dropdown shown
• Determines:
  • Virtual (URL-based)
  • Physical (Location-based)
  
  

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

10. Virtual Meeting URL

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

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