1-2-1 Meeting Scheduler

Pre-event

1. Purchase 1-2-1 meeting scheduler product

Please contact the sales team or your Account Manager if you want to contract this product.

2. Activate the product

Once you have contracted the product, log into your platform and activate it within a specific event.To activate the product, you can go to the EVENT DASHBOARD and select Activate or directly click on the product 1-2-1 MEETING SCHEDULER from the left-hand side menu.

3. Set up basic information related to your 1-2-1 event

Set up the basic information of your event: name and 1-2-1 portal URL.

4. Decide on the dates of your event

Your 1-2-1 event (networking) and your main event can have different dates, so please make sure that the dates in Basic configuration are the correct ones.

5. Create slots and tables

Create time slots and tables for the meetings. For physical events, the tables point to the actual locations where meetings will take place. For virtual events, the tables don’t have to be defined since meetings will happen via a video conferencing link. The number of tables would determine the number of possible meetings throughout the entire 1-2-1 event. For example, if there are three times slots and 10 tables for Day 1, that would mean that a maximum of 30 meetings may take place during the said day.

6. Define 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. 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.

7. Define the registration process

Before giving access to your attendees, decide on whether the networking event is exclusive to your attendees or if anyone who has access to the 1-2-1 portal link can join. If it’s an exclusive event, you should choose By invitation only.

If you’d like to sync the attendees within the 1-2-1 meeting scheduler and the main event, you should activate auto-registration. 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.

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.

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.‌

• Invited (Advanced)

Each new attendee in the main event will be automatically registered and invited to the 1-2-1 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.

8. Set up Automatic Emails

Customise the automatic emails so that they will contain your branding and your desired message. For the invitation email, make sure to include full instructions on how to use the 1-2-1 meeting scheduler.

9. Branding

You can 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.

10. Add questions and 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.

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.

11. Send reminder email

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 clicking on Send now within the Notifications tab.

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

12. Manage attendees’ meetings (optional)

In case you’d want to arrange meetings yourself as the event organiser, you may do so via Schedule / Edit Meetings.

In order to set up a meeting, 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.

13. Configure matchmaking (optional)

You can 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".

During the event

1. Manage meetings (optional)

You can set up new meetings or you can delete existing meetings as the event organiser via the Schedule / Edit Meetings tab.

2. Send meeting reminders (optional)

If the meeting scheduler is still open, 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 clicking on Send now within the Notifications tab.

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

Post-event

1. Download attendees list

If you want to download the final users’ list, click on Download List from the ATTENDEE LIST section of the Dashboard. You will be able to download the list in CSV or XLS format.

2. Download meeting 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.

Best Practices

These are some of the best practices that we recommend to maximise the meeting scheduler:

• Decide whether you’re keeping the networking event as an exclusive event for your attendees or if you’d allow anyone who has access to the 1-2-1 portal link to join.

• Create filters since these would help end users narrow down the attendee list. They are also fundamental if you are going to activate matchmaking.

• Configure restrictions amongst the different user types. Who can meet who? How many confirmed meetings/requests is one user type allowed?

• For multi-day networking events, you may set meeting date restrictions in order to block users from scheduling meetings for specific days.

• Test the invitation/registration process of the 1-2-1 meeting scheduler before inviting any attendees. This would allow you to review the registration form, automatic emails, restrictions, etc.