1-2-1 Meeting Scheduler
Last updated
Last updated
The link to the 1-2-1 portal is found on the dashboard. It is labelled as Public URL.
You would need to publish the portal first so that it can be accessed by your attendees. Simply click on the Publish button if you want to publish the portal; otherwise, click on Unpublish if you wish to unpublish it at any point.
There are many figures related to the meeting scheduler that you can see on the dashboard:
Total requests: total number of meeting requests logged by all attendees Confirmed: total number of confirmed meeting requests amongst all attendees Pending: total number of pending meeting requests within the 1-2-1 meeting scheduler Declined: total number of declined/cancelled meeting requests within the 1-2-1 meeting scheduler Scheduled meetings by the EO: total number of confirmed meetings organised by the event organiser Created meeting spaces: total number of possible meetings that can be reserved within the 1-2-1 meeting scheduler Free meeting spaces: total number of meeting spaces that have not been reserved yet within the 1-2-1 meeting scheduler Suggested meeting spaces in requests: total number of meeting spaces associated to pending meeting requests within the 1-2-1 meeting scheduler Private notes: total number of private notes written by participants for people whom they have confirmed meeting requests with
You are also able to visualise the top 50 most requested attendees. These are attendees who have received the most number of meeting requests. Conversely, there is also a list of the top 50 attendees with the most number of sent requests; these are attendees who have sent the most number of meeting requests within the 1-2-1 meeting scheduler.
The attendee list within the 1-2-1 meeting scheduler is different from the attendee list found within the main event. Although both can by synced, it is actually the attendee list found within the 1-2-1 meeting scheduler that is your final reference as to who can access the 1-2-1 portal.
You are able to apply some filters to the attendee list found within the 1-2-1 meeting scheduler. Basic filters would include:
User type: you may filter the attendee list according to the assigned user type per attendee Language: this filter is based on the language chosen by the attendee the first time that they use the 1-2-1 meeting scheduler Invitation status: attendees can also be filtered depending on their invitation status Meeting date restriction: you may filter attendees according to the meetings date restrictions that you have applied per attendee Number of confirmed meetings: filter to be used if you would like to narrow down the attendee list based on the number of confirmed meetings they have
In order to download the attendee list, click on the blue Download list button.
You have two options when it comes to adding new attendees into the 1-2-1 meeting scheduler. You may manually add them one by one via the Add attendee button or you may upload them in bulk using a CSV file via the Upload attendees button.
If you have never invited any of the attendees to the 1-2-1 meeting scheduler, you may simply click on the Invite below filtered users button. If you have already invited at least one batch in the past, there is a filter within the attendee list that will narrow down only uninvited users; choose the Not invited filter before clicking on the Invite below filtered users button again.
Click on the pencil icon to edit a user profile.
You may modify any field such as the name, company, role, user type, meeting date restrictions, and even individual limits on the number of allowed meeting requests and confirmed meetings.
To delete a user from the attendee list, click on the trash bin icon. Deleting the attendee from the 1-2-1 meeting scheduler does not delete the attendee within the main event since the auto-registration function (sync) is unidirectional.
You have the option to download the individual agenda of each attendee by clicking on the download icon. You will download a PDF file which you may forward to the attendee if needed.
You may change what comes after the last forward slash for the URL of the 1-2-1 portal.
Click on the Upload new image button highlighted below.
Change the name found on the Title of event field.
This text will appear right under the header image of the 1-2-1 portal. To add or change the text, use the text editor found within this tab.
Provide a new start date and end date if you would like to change the dates of your 1-2-1/networking event.
Type the venue address and venue name. This section is automatically synced to a Google Maps plug-in.
These links will show on the individual agendas of each attendee. They may download their personalised agendas themselves via the 1-2-1 portal or you may download these yourself via the Attendee List.
Simply change the status to either Open or Closed. The 1-2-1 event should be left as "Opened" for it to be accessible to your attendees.
You may activate more languages aside from the principal one via this tab. Please consult your Project Manager first if you are activating a language that is not English or Spanish since the 1-2-1 portal is only available in these two languages.
Adding time slots is essential for meetings to take place. These are the actual time slots that participants of the 1-2-1 meeting scheduler can choose from when sending requests to one another. To add an individual time slot, click on the Add button. If you want to add time slots in bulk, click on the Upload CSV button which will allow you to download a CSV template for filling in.
Time slots can be edited by clicking on the pencil icon.
Time slots can be deleted by clicking on the trash bin icon.
This layout pertains to the 1-2-1 portal and how participants are able to log their requests. You may choose from the Classic view or the Individual view.
Tables are the physical meeting spaces where the meetings will occur. While internally they are called "tables," they could be any physical space such as a room, an exhibitor stand, a labelled area on the floor plan, etc.
To add new tables, click on the "Add" button. If you put "20," for example, then there will be 20 possible meeting spaces per time slot. There is an option for you to disable all created tables.
Renaming tables is the only way for you to label the actual meeting spaces where the meetings may happen. By default, the meeting spaces are numbered based on the number of available tables.
For example, if the 1-2-1 networking event is supposed to be utilised by attendees and exhibitors, you may want to label the meeting spaces according to the names of the exhibitors. For free networking events where attendees can meet with each other in any vacant space, there is no need to rename the tables as long as attendees are able to see the table numbers on the day of the event.
To rename the tables, simply type the new name within the blank fields.
Tables should be reserved to specific attendees if you would want to keep them stationary at a specific meeting space. For example, if some exhibitors should be stationed at their own stands, it would be logical that they remain within their stands all throughout the networking event. Other attendees who would want to meet them should come to them instead.
To reserve a table to a specific attendee, click on the Reserve button and Choose the attendee.
Click on the Delete reservation button.
Disabling a table would block that meeting space from all the 1-2-1 participants. It is often done when the attendee for whom the table should be reserved to is not yet added within the attendee list. Simply click on the Disable button.
There is also a simple way to disable all tables that are not yet reserved to users. Simply tick the Disable meetings in tables that are NOT reserved to users box and click on Save.
EventsCase recommends that you keep your networking event by invitation only. This way, only attendees whom you know can use the 1-2-1 meeting scheduler. Disabling this feature means that anyone who has the link to the 1-2-1 portal can register and participate.
User types (delegate categories) are the principal filters when viewing the attendee list in the 1-2-1 portal. In most cases, the user types activated for the 1-2-1 meeting scheduler are the same delegate categories that have been activated within the main event.
Tick the box that says Block users from changing their user type so that user types assigned to attendees become permanent. If you unblock this option, attendees may edit their user type the first time they use the 1-2-1 meeting scheduler.
Click on the Add button to add a new user type.
You may enable two configurations:
1. Allowing attendees of this specific user type to send a message along with their meeting request.
2. Host mode: enabling this configuration will mean that other user types can send only one meeting request to this specific user type and that meeting will be automatically approved.
You may also block a specific user type from sending meeting requests to other user types.
Lastly, you may apply a limit to the number of meeting requests this user type can send and the number of confirmed meetings this user type may have.
Click on the pencil or trash bin icons.
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. 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.
To add new filters, simply click on the Add question/text button.
The question elements you may add are identical to those found within the registration form of the main event. Please note that the additional filters you may add in this section can only work for close-ended questions where you are to provide the options which users should pick from.
This button will give you an overview of attendees' responses to the questionnaire you have created.
Note: The 1-2-1 meeting scheduler is an independent product with its own attendee list.
Auto-registration would become relevant if you are using other products within EventsCase aside from the 1-2-1 meeting scheduler. This mechanism allows the synchronisation of the attendee list from the main event with the attendee list found within the 1-2-1 meeting scheduler.
For example, if you are using both the event app and the 1-2-1 meeting scheduler, then the event app will draw its users list from the attendee list of the main event and the 1-2-1 meeting scheduler will draw its users list from its unique attendee list.
Through auto-registration, attendees who are registered to the main event become automatically synced to the 1-2-1 meeting scheduler.
It is ideal that you create the same user types (delegate categories) within the 1-2-1 meeting scheduler and the main event. For example, if you have activated "speakers, sponsors, delegates, etc." from the main event and you create the same user types within the 1-2-1 meeting scheduler, then all synced attendees will retain their original user types from the main event.
On the contrary, you may assign a default user type for everyone if the user types do not match with the delegate categories from the main event.
Note: Only invited attendees can use the 1-2-1 meeting scheduler.
EventsCase recommends that you configure the invitation status of all auto-registered attendees to Non-invited. This way, you will have the chance to fully and properly configure the 1-2-1 meeting scheduler before launching it. You would have to manually invite non-invited attendees by clicking on the Invite below filtered users button found on the Attendee List of the 1-2-1 meeting scheduler. Inviting attendees manually would send the first automatic email (When a user is invited).
Conversely, you may choose the advanced Invited configuration where all attendees who are auto-registered to the 1-2-1 meeting scheduler from the main event would become automatically invited – and can therefore use the 1-2-1 meeting scheduler right away. With this setting, attendees will not receive an invitation email.
You run the risk of prematurely launching the 1-2-1 meeting scheduler with this option as you are giving everyone direct access to the 1-2-1 portal – regardless if the 1-2-1 meeting scheduler is properly configured or not.
As long as you have created the same user types (delegate categories) within the 1-2-1 meeting scheduler and the main event, you have the option to auto-register specific ones only. For example, you may only auto-register exhibitors and delegates. This means that all other user types will not be synced to the 1-2-1 meeting scheduler and will therefore not have access to the 1-2-1 portal.
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.
Meetings date restrictions would allow you to restrict attendees from joining on specific days during the 1-2-1 networking event. It goes without saying that this option will only be relevant if you have a multi-day networking event. Restrictions can be applied via the CSV file if you are manually uploading the attendee list to the 1-2-1 meeting scheduler. These restrictions can also be applied by editing each attendee's individual profile.
Click on the Add button where you are able to create a specific restriction.
Tick the days on which the attendee can attend. For example, in the sample below, you should tick February 16th if you want users to join the first day only.
You may also auto-apply restrictions based on the ticket purchased by each attendee (if you are using the registration product within the main event).
Find below the different configurations that you may choose within this section:
Meeting scheduler (Open/Close): This is a quick way for you to enable or disable the meeting scheduler. The status has to be changed to "Opened" for the 1-2-1 portal to be accessible to the attendees. Allow meetings and requests management (Yes/No): While the 1-2-1 portal may remain accessible when it is "Opened," you may restrict all types of activities via this option. You should choose "Yes" to allow attendees to send and manage meeting requests. Allow cancellation of confirmed meetings (Yes/No): You must choose "Yes" to allow cancellation of confirmed meetings. Choosing "No" means that no attendee can cancel any confirmed meeting for whichever motive. Allow downloads of the attendee list (Yes/No): There is a "Download attendee list" button by default within the 1-2-1 portal unless you choose "No" to this configuration. Allows attendees to send private messages (Yes/No): This option allows you to enable or disable the messaging option within the 1-2-1 meeting scheduler. Allow event sessions management (Yes/No): Within the 1-2-1 portal, you will find the third column which is the agenda of the event. If you want attendees to add sessions from the event agenda to their personalised agenda (second column), choose "Yes".
There are also three tick boxes below the main configurations. The meanings are quite straightforward; feel free to activate or deactivate these options.
Event organisers can force meetings amongst attendees. This tab allows you to book a confirmed meeting between two attendees without their prior consent.
Click on any table found within any time slot of your choosing.
The first step is to choose the first attendee.
After choosing the first attendee, click on the "Add 2nd attendee to this table" button.
You may then choose the second attendee.
Once both attendees are locked, click on the Confirm meeting button to finalise the meeting.
If you would like to reset the entire meeting scheduler, you may delete all existing meetings and requests by clicking on the Delete all meetings and requests button. This step is non-reversible, so proceed with caution.
This tab will simply take you back to the attendee list found on the dashboard of the 1-2-1 meeting scheduler.
These are the three automatic emails that you may configure:
1. When a user is invited: This email is only relevant if you have uninvited attendees within the 1-2-1 meeting scheduler. Once you invite those attendees via the Invite below filtered users button found on the Attendee List, they will receive this automatic email which is essentially an "invitation email". This email may contain log-in details to the platform and usually directs recipients to the 1-2-1 portal.
2. When a user receives information of an individual meeting request: This email is received by attendees every time someone sends them a meeting request or every time someone would respond (accept/cancel) to their sent requests.
3. Daily summary requests: This email is theoretically not an automatic email as it will have to be manually sent via the Notifications tab. It is an email that gives a summary of all attendees' meeting requests within the last 24 hours.
As mentioned earlier, the daily reminder email is found within the Automatic E-Mails tab. It provides attendees a summary of all their meeting requests (pending, confirmed, and cancelled) within the last 24 hours.
To send the daily reminder email, click on the Send now button.
Click on the Upload Image button within the Image background section. You may choose the height or how much of the image is shown (in pixels) via the "Height" dropdown menu.
You have the option to hide the following elements via the tick boxes found in the Configuration section:
1. Topbar logo 2. Topbar title 3. Topbar location
All three elements are automatically synced to the data you have provided within the Basic Configuration tab.
Find below a short explanation of all the reports you can download:
1. Tables and slots: this is the most comprehensive report you can download if you want to find out who is meeting who at which table and at which specific time slot.
2. Tables: this report will show you all logged meetings within a specific table. It also shows the attendees' responses to a post-meeting survey that they automatically receive via email after a confirmed meeting (whether the meeting took place, written testimonials, etc.).
3. Slots: this report will show you all logged meetings for each specific time slot. It also shows the attendees' responses to a post-meeting survey that they automatically receive via email after a confirmed meeting (whether the meeting took place, written testimonials, etc.).
4. Attendees requests: this will allow you to track all meeting requests (pending and confirmed) logged within the system.
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?".
