App Meeting Reschedule Feature

Feature Overview:

The Reschedule option allows you to move a meeting to a more convenient time or location, modify meeting details such as the message, and add/remove meeting participants (depending on your role).

Using the Reschedule feature rather than cancelling the existing meeting and creating a whole new meeting request saves time and effort and helps streamline meeting tracking.

Meeting Elements that Can be Changed:

• Meeting Date/Time

• Participants (Who is in the Meeting)

  • There are two groups of participants:

    • People on your side (your team, your company, or just you).

    • People on the other side (the people you’re meeting with).

  • Each type of person has different permissions (or restrictions) on what they can change.

    • If YOU are part of the meeting (and not the meeting requestor):

      • If you are just one person (not in a team) - You CANNOT change anything. You can only see the meeting details.

      • If you are a team member - You can add or remove other team members, BUT you cannot remove yourself.

      • If you are an exhibitor (someone representing a company) with a team - You can add or remove anyone from your team.

      • If you are an exhibitor WITHOUT a team - You CANNOT change anything.

    • If the OTHER PERSON is part of the meeting (and not the meeting requestor):

      • If they are just one person (not in a team) → They CANNOT change anything.

      • If they are a team member → They can add or remove other team members.

      • If they are an exhibitor with a team → They can add or remove any team members.

      • If they are an exhibitor WITHOUT a team → They CANNOT change anything.

    • Example:

      • Let’s say you are meeting Sarah.

        • If Sarah is alone (not part of a team), she can’t change anything.

        • If Sarah is part of a team, she might be able to invite her friend Mark to join.

        • If Sarah is in charge of a whole team, she can remove or add anyone.

        • If Sarah is part of a team but has no power, she can't change anything.

• Meeting Subject

• Meeting Message

• Meeting Location (Where the Meeting Happens)

  • Available locations depend on the event’s settings. Some meetings MUST be online, while others can be in person.

    • Example:

      • If the event only allows online meetings, you cannot change it to an in-person meeting.

      • If the event allows in-person meetings, you might see options like:

        • Room A

        • Exhibitor Stand 25

        • Main Hall

• Meeting content (For Android Users Only):

  • If the meeting was set up by an exhibitor (company) or a team member, and they added exhibitor products (things their company sells) and/or company information, these things will show up on the meeting page and the person managing the meeting can change or remove these.

Meeting Elements that Cannot be Changed:

• Meeting Duration (How Long the Meeting Lasts)

  • The length of the meeting is set by the event organizer

  • If there is a break after meetings, that time is also included

    • Example: If the meeting is 30 minutes, but there is a 5-minute break after, the total time shown will be 35 minutes.

Accessing the Reschedule Option

To reschedule a meeting within the ExpoPlatform app:

1. Navigate to the Meetings section in the mobile app.

2. Select the scheduled meeting you want to reschedule.

3. Tap the Reschedule button.

4. Choose a new date and time from the available slots.

5. Confirm the changes.

6. A notification is sent to all participants informing them of the updated meeting details.

Availability and Time Slots

• The system only allows rescheduling to available time slots based on attendees’ schedules.

• If a selected time slot is unavailable, the app prompts the user to select a different time.

• Admins can set blocked times that prevent scheduling during specific periods.

Notifications and Confirmation

• Once a meeting is rescheduled, both parties receive an in-app notification and email confirmation.

• If a participant declines the new time, the meeting remains unchanged, and a new reschedule attempt can be made.

Troubleshooting:

I Can’t Change Meeting Participants

• Individual user → No changes allowed.

• Team member → Can add/remove others (but not themselves).

• Exhibitor with a team → Can add/remove team members.

• Exhibitor without a team → No changes allowed.

Fix: Ask the meeting organizer or someone with permissions to update participants.

I Changed the Time, but It Didn’t Save

• The event organizer controls meeting duration.

• Break times might be included in the total duration.

• The new time may overlap with another event.

Fix:

• Choose a different available time slot.

• Check meeting time limits in event settings.

I Can’t Change the Location

• Some events only allow online meetings.

• Meeting locations depend on event settings and availability.

Fix:

• Look at event rules for allowed locations.

• Try a different time or location if the original is full.

Meeting Subject or Message Won’t Update

• Some fields may be locked after confirmation.

• Only the meeting creator can edit certain details.

Fix:

• Contact the meeting organizer to update it.

• For major changes, cancel and create a new meeting.

Files or Products Aren’t Showing Up

• File size may exceed limits set by the event organizer.

• Android users might experience a delay in loading exhibitor content.

Fix:

• Upload a smaller file or check event rules.

• Refresh the page or restart the app.

Meeting Reschedule Button Not Available

1. Ensure the meeting is not set within a blocked time by checking the admin settings.

2. Verify that the meeting type allows rescheduling.

3. New Time Slot Unavailable

   • Check if the new time overlaps with other scheduled meetings.

   • Ask the other participant to update their availability in the app.

4. Participant Not Receiving Notifications

   • Advise them to check spam folders or enable notifications in the app settings.

   • Ensure the email linked to their account is correct.