Overview
Organisers and participants can create meetings manually when the algorithm has not produced a suitable suggestion. Several helpful features make this easier for the organiser.
Participant search
-
The participant picker supports search across name, company, email and custom identifiers.
-
Results show the participant's avatar, full name, company and type in a single line for fast scanning.
-
Recently-contacted participants surface at the top of the picker by default.
Slot selection
-
The slot picker shows only slots in which both participants are available — overlapping confirmed meetings and explicit unavailability are excluded.
-
Slots that are technically available but adjacent to other meetings show a tooltip indicating the tight turnaround.
-
If no common slot is available within the meeting window, the picker explains why and suggests adjusting the date range or contacting the participant directly.
Location / table assignment
-
The location selector shows configured meeting tables and free-text venues side by side.
-
Tables already booked for the chosen slot are greyed out and labelled with the conflicting meeting.
-
For events without physical tables, the field defaults to the participant's preferred virtual room.
Validation
-
The form blocks submission if either participant has no remaining meeting allowance and the organiser has not explicitly overridden the limit.
-
Duplicate meetings (same pair, same slot) are detected and surfaced before save.
-
Time-zone differences between the organiser and the participants are flagged inline.
Confirmation
On save, both participants receive a notification with the meeting details. If the organiser created the meeting on behalf of two participants, the meeting is created in the Accepted state by default unless the organiser explicitly marks it as Pending.