1-2-1 Meeting Scheduler

The 1-2-1 meeting scheduler is a powerful networking tool that allows your attendees to communicate and schedule meetings with one another. Meetings are held between two persons only, thus the pun "1-2-1" or "one-to-one".

1-2-1 Portal

To understand this product, it's important to understand how it looks like if you were the end user. The 1-2-1 portal is where meetings are managed and where your personal agenda is built.

Responding to the 1-2-1 questionnaire:

The 1-2-1 questionnaire is a good way for your attendees to set up their networking profile. You may ask them to respond to different questions which can act as filters later on and would become the bases for matchmaking.

How to manage meeting requests

How to request for a meeting

In order to request a meeting, you will have to click on Schedule Meetings within the 1-2-1 portal. A pop up window will show all available attendees. It is possible to filter them according to their user type and their responses to the questionnaire. If matchmaking was activated by the event organiser, you may potentially see Recommended users as well.

If someone is of interest to you, click on Book meeting where you will be able to select the day, time slot, and table (virtual space for non-physical events). You can also add a personal message to your request before clicking on Send request. This request will be shown within your Sent requests until it is accepted or denied.

For virtual events, an automatic videoconferencing link will be generated within the meeting request as long as the event organiser has activated this option:

You can erase the link and add your own meeting link (Zoom, Google Meet, etc.) if you do not want to use the EventsCase videoconferencing platform.

How to accept or deny a request

When someone sends you a meeting request, you will receive an automatic email. To manage the request, you will be redirected to the 1-2-1 portal where you will see all requests under the Received section. You will see an overview of the meeting but you have to click on View in order to see full details and respond to the request. You have three options: you can accept the meeting request, decline it or decline and propose another time.

How to cancel a confirmed meeting

In order to cancel a confirmed meeting, go to your Accepted meetings area or access the meeting straight from MY AGENDA. You will find the Cancel meeting button at the bottom of the popup window. This action cannot be undone; once the meeting has been cancelled, it will have to be rescheduled again.

How to add a private note

If you'd like to add a private note, click on the icon shown below or you may manually view a confirmed meeting. You can add any private note that won't be shared with the other attendee.

How to rate a meeting

Rating the meeting will help the organiser know which meetings took place and if you have any feedback that you'd like to share (only visible to you and the event organiser). Clicking on the Rate the meeting button will open this pop-up window:

You will also receive an automatic email once your meeting has finished asking you to rate the meeting (same form seen above).

How to access a meeting

For physical events, you just need to show up at the set time and space and meet with the other person.

For online events, it's as easy as joining a videoconference with the other participant. Open a confirmed meeting and then click on Join the meeting. The video call will open in a new tab.

How to download your personal agenda/export to an external calendar

On the 1-2-1 portal, you are able to download your personal agenda by clicking on the download icon. It will be saved in PDF format. Furthermore, you are able to export your meeting to an external calendar such as Google Calendar or through an ICS file.

Now that you have seen how the 1-2-1 meeting scheduler works, it's now time to explore the backend menu for event organisers. This networking tool can function as a standalone product, especially that it has its own attendee list. Since it's a separate product with its independent menu, you may set the dates and times differently in comparison to your main event.

Dashboard

The dashboard provides a quick overview of basic information related to your 1-2-1 event including the title, 1-2-1 portal URL, date, venue name and some analytics.

Requests and meetings analytics: this section will tell you the total amount of requests sent and how many of them are confirmed, pending or declined. You can also download a report for each case.

Other analytics: here you will find the number of meetings manually created by the event organiser (you) as well as created, free and suggested meeting spaces. Lastly, you will also see the number of private notes written by the 1-2-1 users.

Attendees analytics: this section will tell you how many attendees have been uploaded to your 1-2-1 event and how many of them are active. Active profiles are users who have already accessed the link to the 1-2-1 portal. You may download this information by clicking on the download icon.

TOP 50: MOST REQUESTED and TOP 50: MOST SENT REQUESTS: here you will see the most in-demand attendees (those who have been sent requests the most) and you will also see your most active users (those who have sent the most number of requests).

If you scroll to the bottom of the page, you will find the current attendee list of your 1-2-1 event. This is explained further below in the Attendee List section.

In order to launch the 1-2-1 portal, you have to publish it first by clicking on the Publish now orange button.

Basic Configuration

You can manage here the general configurations of your event such as: title, 1-2-1 portal URL, logo and description (can be used for instructions).

Languages

This tab allows you to add different output languages for the 1-2-1 questionnaire (which all 1-2-1 users are obligated to respond to the first time they use the 1-2-1 portal).

The 1-2-1 meeting scheduler's UI for end users is only available in English and Spanish.

By default you will only be able to add two languages in this section: Spanish and English. Please notify your Project Manager if you'd like to add more languages since they will have to be activated within your platform.

Slots

Time slots are defined by you as the event organiser. These are the specific time slots when your attendees can schedule meetings with one another. For example, if meetings are up to 30 minutes long and they should happen throughout the entire morning, you can perhaps add the following time slots:

09:00 - 09:30 09:30 - 10:00 10:00 - 10:30 10:30 - 11:00 11:00 - 11:30 11:30 - 12:00

You can add time slots manually (one by one) by clicking on Add or upload them in bulk via a CSV file by clicking on Upload CSV. You can add as many slots as you want throughout the entire networking event.

At the bottom of the page you can also select the design of how the attendees will choose time slots and tables when sending a meeting request.

Tables

Apart from choosing specific time slots, attendees will need to choose a "table" for each meeting request as well since this indicates where the meeting will take place. For physical events, the term "table" refers to any defined meeting space may it be an actual table, a stand, or a hub area. For virtual events, you can just put "Virtual Meeting" as the name of all tables since attendees will meet through the videoconferencing link instead of an actual physical space.

Tables, which can be renamed to depict a company, can be reserved for specific persons. If a user is reserved to a specific table, he/she is only available for meetings at that table.

If you are using the EXHIBITORS product and you're running the 1-2-1 meeting scheduler at the same time, tables will be automatically created for each exhibitor. The name of the table will be the exhibitor name and it will be automatically reserved for all staff members.

The number of tables would determine the number of possible meetings throughout the entire 1-2-1 event. For example, if there are 3 times slots and 10 tables, that would mean that a maximum of 30 meetings may take place.

Registration Process

By default, the registration process will be "by invitation only". This means that only users within the attendee list found on the Dashboard will be able to participate.

This is the recommended setting such that only authorised attendees can use the 1-2-1 meeting scheduler. If you untick the By invitation only box, anyone who has access to the 1-2-1 portal link is able to register and join.

User Types

User types are exactly like delegate categories within the main event. You can assign these to your attendees to classify them into different groups.

To create a user type, click on Add where you will see the following popup window:

Configuration: choose here the general configuration for this user type, such as if they can add a message to the meeting request or if this user type is a host (attendees can send a meeting request to this user type for one time slot only and the request will be automatically accepted).
Unable to contact directly for sending requests to: you can restrict user types from contacting and sending meeting requests to other user types.

Example: If you restrict delegates from contacting speakers, then "Speakers" won't appear within the Filter by user type dropdown menu for delegates within the 1-2-1 portal.

Limits: you can put a cap on the total number of requests and confirmed meetings allowed per user type.

If you are auto-registering attendees from the main event to the 1-2-1 meeting scheduler, make sure that the user types you have set up are exactly the same as the delegate categories from the main event.

Questions & Filters

The 1-2-1 meeting scheduler has its own questionnaire which users are obligated to respond to the first time they access the 1-2-1 portal.

Adding close-ended questions within this section works exactly the same way as building the registration form within the main event.

The questions you add to this section will become filters in the 1-2-1 portal in order for users to easily narrow down the attendee list. These questions are also requirements in order to set up Matchmaking (recommended users) within the 1-2-1 meeting scheduler.

Click on Add question/text to add a new question.

To view analytics based on responses to the questions you added, click on View Analytics.

Event Auto-Registration

This tab gives you the option to synchronise the attendee list from the main event to the attendee list found within the Dashboard of the 1-2-1 meeting scheduler. This allows attendees who are registering to the main event to become 1-2-1 users automatically.

To activate auto-registration, you will need to tick the Auto-register attendees to this 1-2-1 event from: X checkbox.

The User type assigned by default dropdown menu allows you to assign an existing user type to all auto-registered attendees from the main event. This is only needed if no user type coincides with a delegate category from the main event.

If you'd like to enable advanced synchronisation settings, tick the Enable advanced requirement to be synchronized checkbox and choose specific user types that you'd like to be synchronised to the 1-2-1 meeting scheduler attendee list.

Advanced synchronisation settings allow you to provide access to the 1-2-1 meeting scheduler for specific groups only. For example, you may choose that only "Speakers" and "Sponsors" are auto-registered. This means that a "Delegate" from the main event will not become a 1-2-1 user.

Please take care of these points before enabling the option for advanced requirements to be synchronised:

The main event's delegate categories are already configured.
Your attendees can at least choose one of the delegate categories below when registering to the main event.
If you manually add attendees (via the "Add user" button or the CSV template) to the main event, make sure to assign to them the correct delegate category.

Within this section, you will find two options on how to auto-register attendees:

Non-invited (Recommended)

Attendees will be auto-registered as "non-invited" by default. You would need to manually invite them into the 1-2-1 event for them to start scheduling meetings.

Once attendees are invited to the 1-2-1 event, they will receive an invitation email which you can customise via the "Automatic E-Mails" tab. Through this email, you can give them personalised instructions as well as provide them their log-in details if they have never accessed the EventsCase platform in the past.

Invited (Advanced)

Each new attendee in the main event will be automatically registered and invited to the 1-2-1 event. This bypasses the manual invitation process.

Proceed with caution. This option auto-invites attendees directly to the 1-2-1 platform once they are successfully registered in the main event. This would eliminate the invitation email. If you choose this option, you should therefore assume that attendees have already received instructions and their log-in details through the main event.

When auto-registration is activated, we recommend Non-invited as the invitation status since this gives you time to configure the entire 1-2-1 meeting scheduler. You can manually invite auto-registered users at a later time once everything is ready.

In case you have missed to turn on auto-registration and would want to manually sync both attendee lists from the main event and the 1-2-1 meeting scheduler, click on the Register attendees button.

Meeting Date Restrictions

You can restrict your attendees from scheduling meetings on specific dates. These date restrictions can be applied to each attendee when you add them manually or assign restrictions to specific tickets from the main event.

While meetings are restricted on specific dates, your attendees will always be able to access the 1-2-1 platform and the event agenda.

To create a restriction, click on Add. You would need to choose the dates when attendees can join the event. For example, if an attendee can join on day 1 only of a three-day event, you should tick the date for day 1.

If you have activated auto-registration, you can automatically assign a meeting date restriction to a 1-2-1 user based on the ticket type they have purchased from the registration process of the main event.

Configuration

This tab will allow you to set up the general configurations of your 1-2-1 event. You can decide here if your attendees can send private messages to each other, download the attendee list, etc. Most of the items here are self-explanatory. Hover your mouse over the tooltips if you wish to see more information related to some configurations.

If there is a need to stop 1-2-1 users from making further meeting requests, close the entire meeting scheduler by choosing Closed and clicking on Save.

This will allow your attendees to accept or reject their current requests, change their already confirmed meetings or manage them but they won't be able to send new requests.

To activate the auto-generation of the videoconferencing link within a meeting request, you would need to activate this option:

The Show sessions column and Allow event sessions management options allow 1-2-1 users to visualise the sessions from the main event's agenda as well as add specific sessions to their personal agenda within the 1-2-1 portal.

Here is an example of how to add sessions from the main event to your personal agenda (for 1-2-1 users):

There are three configurations at the bottom of the page:

Users who are not yet invited to the 1-2-1 event will auto-accept all received meeting requests (only relevant if there are non-invited and invited users at the same time using the meeting scheduler)
A user can only book one meeting with the same attendee during the 1-2-1 event (this encourages attendees to meet with other people)
Meeting requests from the same sender will NOT be cancelled once recipient accepts one of these requests (in case multiple requests are sent to the same 1-2-1 user)

If any would apply, tick the corresponding box and remember to Save.

Schedule / Edit Meetings

This tab will show you every slot and table created for all days (if you're running a multi-day 1-2-1 event), as well as all confirmed meetings. This section is quite important since it would allow you to set up the meetings yourself as the event organiser.

In order to set up a meeting as the event organiser, you will have to select the day and time slot first. Next, you would need to choose a table. Clicking on a table would open a pop-up window of the attendee list where you are meant to select the first participant. Click on Add 2nd attendee to this table to choose the second participant then click on Confirm meeting.

Attendee List

This tab will show you all attendees registered to your 1-2-1 event. You will be able to see their name, company and role, as well as the amount of meetings they have scheduled and if they have been invited already to access the 1-2-1 portal.

Use the filters above to filter your attendees and click on Invite Filtered Attendees to invite them to the event:

Always bear in mind that users won't have access to the meeting scheduler until they are invited.

On the rightmost part of each attendee's row, you will find different options:

The silhouette icon will show you that attendee's activity: pending requests, confirmed meetings, cancelled requests and sent requests.

The pencil icon will allow you to resend the invitation, edit their profile details and limit this attendee's requests and meetings.

The bin icon lets you delete the user and the fourth download icon allows you to download the personal agenda of the attendee.

There are two options to add users to the 1-2-1 meeting scheduler:

Adding attendees manually: click on Add Attendee and fill out all the fields. You can choose here the category, preferences and restrictions. You can also choose if they are automatically invited to the 1-2-1 or not.

Adding attendees with a CSV: click on Upload Attendees and download the CSV template. You will have to fill out all mandatory columns (First name, Last name, E-Mail and the Send invite column). Once your CSV spreadsheet is ready, upload it and click on Upload file.

Automatic E-Mails

In this tab you will find the different triggers for automatic emails that are sent to 1-2-1 users.

When a user is invited: this email is triggered when you invite a user to the 1-2-1 meeting scheduler.

Please note that there's a difference between adding a user to the 1-2-1 meeting scheduler and inviting them. An attendee can be added but not invited.

When a user receives information of an individual meeting request: this email informs a user if they have a new meeting request or if someone has accepted or rejected their request.
Daily summary requests: this email is not triggered automatically but you may personalise it here. In order to send this email, go to Notifications and click on Send now.

The When a user is invited email is always received by users you manually invite to the 1-2-1 meeting scheduler even if you have deactivated this email.

Notifications

You can manually send an email to all attendees containing information related to their total number of received, confirmed and cancelled meeting requests (within the last 24 hours) by pressing on Send now.

Please note that you will have to configure this email from the Automatic E-Mails tab:

Branding

The Branding tab allows you to configure some visual elements of the 1-2-1 portal such as the header image and its basic configurations.

The header image will appear at the top of the 1-2-1 portal. You can adjust its height if necessary.

Reports

The reports tab will allow you to download key data related to all the meetings that transpired through the 1-2-1 meeting scheduler. There are four reports that you can download:

Tables and slots: it shows all time slots, tables and confirmed meetings in a grid format
Tables: the report's format is adapted to highlight the tables along with all corresponding meetings. Additional information can also be seen such as if a meeting has taken place and the testimonials from each attendee.
Slots: the report's format is adapted to highlight the time slots along with all corresponding meetings. Additional information can also be seen such as if a meeting has taken place and the testimonials from each attendee.
Attendees requests: it will show all confirmed, pending, sent and cancelled requests as well as the attendees to whom these requests were sent to.

Matchmaking

This section allows you to set matchmaking rules in order for attendees to have recommended users when they try to request for meetings within the 1-2-1 portal. These rules are based on the questions you have added within the Questions & Filters section.

To create a new rule, click on Add filters group. You will then need to click on Add new filter within "user answer" and "recommended users with this answer".

For example, you may choose that those who responded 'Yes' to the question "Are you seeking employment?" will be matched with those who answered 'Yes' to the question "Are you interested in hiring?".

Here is another example of how to set up a new rule:

Be reminded that all attendees will still be able to see the complete attendee list below their recommended users.