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:
Navigate to the Meetings section in the mobile app.
Select the scheduled meeting you want to reschedule.
Tap the Reschedule button.
Choose a new date and time from the available slots.
Confirm the changes.
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.
Please note:
For Regular Meetings (One-on-One or Small Group)
The person managing the meeting can reschedule based on event settings.
Example: If it’s an online-only event, you cannot reschedule a meeting to be in person.
For Table Meetings (Meetings at a Specific Table)
These meetings happen at assigned tables, and so rescheduling depends on table availability.
Example: If Table 5 is already booked at the new time, you will need to pick a different table
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
Ensure the meeting is not set within a blocked time by checking the admin settings.
Verify that the meeting type allows rescheduling.
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.
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.