Custom Meeting Reminders

Settings

Meeting reminder settings are located in the admin panel under Networking & Matchmaking > Meetings > Meeting Reminders (/admin/appointments/reminders).

Manually send meeting reminders

Block name – “Manually send meeting reminders“
Used in cases where the organizer would like to schedule remindres for a particular day in advance. You can filter meetings by date, status etc and select individual meetings.
Email template and preferred delivery method can be chosen (email, SMS, WhatsApp)
Click "Send Reminders" to dispatch immediately.
The reminder is sent only to the other participant of that specific meeting.

Automatic meeting reminders

Block name – “Automatic meeting reminders“
Button name – “Automatic meeting reminders“
Used in cases where the organizer would like to have meeting remindres sent out automatically
When the Automatic meeting reminder button is clicked, a pop-up will appear where you can set the timing of the reminders (1 hour before, 1 day before, etc.), select the Email template to be used and set your preferred delivery method (email, SMS, WhatsApp)
Once you save your changes, reminders will automatically be sent personalized with meeting details for each user.

Scheduled meetings reminder

Block name – “Scheduled meeting reminders“
Button name – “Add new scheduled meeting reminders“
Used in cases where the organizer would like to schedule remindres for a particular day in advance
When the user clicks the “Add new scheduled meeting reminder button” a pop-up appears where the date of the reminder can be selected along with the delivery method (email, SMS, WhatsApp). Filter fields can also be optionally applied.

Required confirmed meetings reminder

Block name – “Required confirmed meetings reminder“
Button name – “Add new required confirmed meetings reminder“
Used in cases where some event particpants are required to have a certain number of confirmed meetings during the event. Based on the parameters set in the pop-up described below, users will continue to receive reminder emails until their required number of confirmed meetings has been met.
When user presses the “Add new required confirmed meetings reminder“ button, a reminder settings pop-up appears.

Pop-up Element	Object type	Description
Frequency	Input, Select	Gives ability to set frequency of the chasing reminder. Input field accepts any whole number other than 0 Select dropdown contains time metrics. Options are: Minutes, Hours, Days. Both fields are required.
Start from	Date and time field	Use this field to define a date and time from when chasing reminders should fly out. Field is required.
Email	Toggle	Use to enable Email reminders. By default this is set to OFF. Email reminders won’t fly out if toggle is OFF.
Chaser email	Select	Use to select the email template to be used for the chasing reminders. This email will fly out regularly (according to the set frequency, starting from “Start from“ date. After the requirement has been met, that user will not receive this email Email templates available to select are taken from the created templates at /admin/email/templatelist. Field is required.
Success email	Select	Use to select email template for the success email telling the user that he has met his number of confirmed meetings requirement. Will fly out as soon as user reaches the requirement set for his category Email templates available for selection are taken from created templates at /admin/email/templatelist. Field is required.
Cancel	Button	When pressed, the reminder settings pop-up will be closed and no changes will be applied.
Save	Button	When pressed,the reminder settings pop-up will be closed and changes will be saved.

Saved Reminders

Saved reminders display in the “Required confirmed meetings reminder“ block at /admin/appointments/reminders.

Each reminder has buttons “Edit“ and “Delete“:

“Edit“ button opens a respective reminder settings pop-up with all saved data
“Delete“ button deletes saved reminder

Variables for email template

The email template builder at /admin/email/templates/0 offers these variables:

Confirmed meetings Actual – transmits quantity of confirmed meetings of user.
Confirmed meetings Required – transmits required quantity of confirmed meetings for user, set for his category.
Confirmed meetings Left – transmits the difference between Confirmed meetings Limit and Confirmed meetings Actual (count both onsite and online limits and meetings).

Category settings pop-up

In the admin panel at /admin/registration/ecategories for Exhibitors and at /admin/registration/categories for Participants there is a setting named “Meetings minimal requirements“

Inside this block is a toggle with the label “Required number in total“. When the toggle is ON, an input field with label “Number of limit“ appeara. This input field can accept all positive numbers except “0” and can’t be saved empty.

Frontend display

After the requirement is set and saved, users of that category will see a notice on the “My meetings”, ”Team meeting” and meeting initiation page.

Wording for the left side of disclaimer:
Your confirmed meetings: X, where X – is an actual number of confirmed meetings.

Wording for the right side of disclaimer:
Required meetings: Y, where Y – is a required number of confirmed meetings.

NOTE: Not meeting the minimal confirmed requirement doesn’t trigger any sanctions for that user.