Breadcrumbs

Meeting Program Key Points to Be Aware Of

1 — Allow Lead Time for Matchmaking Before Booking Window

Matchmaking assignments do not appear immediately after configuration changes because matchmaking criteria evaluation runs on a scheduled cron job. After any change to matchmaking settings (criteria, participant categories, eligibility rules), allow at least 24 hours before the booking window opens for the cron to run and assign matches.

2 — Meeting Reports Take Time to Process After Event Close

Opening the meeting report immediately after the event results in seeing either incomplete data or no data at all because report generation runs as a batch process after the event closes, typically there is a delay of 2–6 hours, depending on event size. Reports may show partial data while processing is in progress.

If GDPR / consent filters are active in the event configuration, only participants who have explicitly consented to networking/data sharing are visible in the matchmaking pool. Participants who declined consent are filtered out by design.

4 — How the Platform Handles Duplicate Bookings

The platform has a duplicate-booking guard that blocks a second booking between the same two parties. However, if two team members from the same exhibitor independently book the same buyer, the system may allow both if the duplicate check runs at the exhibitor-entity level vs. the individual-user level.

When a meeting is booked via the Meeting API, the platform checks for:

  • Duplicate meeting requests (same participants, same time slot)

  • Overlapping time slots for the same participant

If either condition is detected, the API returns an appropriate error response and the meeting is not created.

If duplicate meetings are being created:

  1. Confirm the API integration is using the latest endpoint version

  2. Check for race conditions in the integration (parallel requests within the same millisecond window)

  3. Verify the event configuration has meeting limits properly set

  4. Review server-side logs for the specific time window to rule out retry storms