Self-managed Meeting Management
Meetings can be confirmed, cancelled, rescheduled or reassigned as outlined below:
Confirmation
Meeting can be confirmed by participants on the receiving side.
When at least one participant confirms a meeting, the meeting becomes confirmed for all participants of both the initiation and the receiving sides.
Meeting status doesn’t change for additional participants.
Confirmation by additional participant hsa no effect on the meeting status for the main participants
Cancellation
Meetings can be cancelled by any participant from any side.
After the meeting is cancelled, the “Delete“ button appears. Clicking on the “Delete“ button removes the meeting from the meetings list.
Meetings of any status can be cancelled.
Past meetings can’t be cancelled.
Cancelled meetings don’t appear on the My/Team schedule page, only on the My/Team meetings page.
When meeting is between multiple participants from each side, the general meeting status doesn’t become “Cancelled“ until all participants from one side cancel the meeting and the meeting remains “Cancelled“ only for those who had cancelled it.
Side 1 | Side 2 | Result |
|---|---|---|
1 participant - cancelled | 1 participant - not cancelled | Cancelled for all |
1 participant - cancelled | 1 participant - not cancelled | Cancelled only for those who had cancelled |
2 participants - cancelled | 2 participants - not cancelled | Cancelled for all |
Reschedulimg
Rescheduling feature can be disabled in the admin panel at /admin/appointments using the setting “Disallow meeting reschedule“. This setting is global for all accounts.
Meetings in status Confirmed, Pending, Incoming cannot be rescheduled.
Past meetings can’t be rescheduled.
The main participant from any either side can reschedule a meeting; additional particapants cannot reschedule a meeting.
After a reschedule of a Confirmed meeting, it becomes Pending/Incoming again, except in the case when autoconfirm is enabled.
Re-assignment of team members in meetings
Backend
In the admin panel at Exhibitor additional settings page (/admin/registration/esettings) there is a toggle “Allow exhibitor to reassign team member from meeting card“. By default this toggle is OFF. When ON, in the exhibitor profile a new button “Reassign members“ appears on incoming, pending and confirmed meeting cards. This button appears only for exhibitors who have more than 1 team member, taking into account team members of child exhibitors, if such exist.
Frontend
When the exhibitor presses the “Reassign members“ button, a pop-up, where the exhibitor has to pick at least one team member, appears. In the list all team members are shown, but those who can’t participate in this meeting (due to connection settings or this time slot being blocked for them) will be shown in a disabled state with the label “Unavailable”.
Pop-up depends on type of exhibitor: parent, child, common.
Pop-up for parent exhibitor consists of:
Header with pop-up name “Reassign participants“ and “cross“ button to close the pop-up;
Meeting time and date - both event and local time;
Informational Disclaimer “You can choose only members from one exhibitor“
Block with shortened cards of selected team members and “Reset all“ button;
List of child exhibitors and current parent exhibitor in the top of that list. This list is configured as an accordion and when the user press on the exhibitor card, a list of his team members will roll down under that exhibitor. Only one exhibitor card can be rolled down at once
“Cancel” and “Save” buttons.
Companies that don’t have team members will have an indication “No members“ in the list and will not be selectable.
When the parent exhibitor opens the pop-up, the exhibitor whose team members were assigned to the meeting are marked with a dot icon, shortened cards of selected exhibitors are displayed above the exhibitors list and selected team members are marked as selected in team members list. Each shortened card has a photo, name and “cross“ button to remove team member from selection. A “Reset all“ button can be applied to all picked team members clearing the selection.
After the parent exhibitor selects company, he is prompted to select team members of that company. Team members cards consist of photo, name, email and checkbox or label “Unavailable“. When the exhibitor selects team members, their shortened cards will appear above the exhibitors list and a dot icon appears on these team members' exhibitor card.
Note that during reassign previously participating in it team member (or members) should be automatically cleared. This would prevent exhibitor from mixing team members of different child companies in one meeting.
When there is no selected team members, parent exhibitor can’t save changes, because “Save“ button becomes disabled: when hovering a “prohibition“ icon on the button and a tooltip text “You cannot save without selected members“ appear.
When user presses “Save” button, a pop-up should be closed and selected team members have to appear in meeting “Participants from your side” list. Make note, that previous participants should be removed, exept the situation when they were assigned again. After exhibitor select team members and save, meeting should appear in assigned team members' schedule and the meeting status should remain the same.
When user presses “Cancel“ button, a pop-up should be closed without applying any changes. The same happens for “Cross“ button in pop-up header.
Pop-up for child or common exhibitor consists of:
Header with pop-up name “Reassign participants“ and “cross“ button to close the pop-up;
Meeting time and date - both event and local time;
Block with shorten cards of selected team members and “Reset all“ button;
List of team members with previously selected team members. Team member's card consist of photo, name, email and checkbox or label “Unavailable“.;
“Cancel” and “Save” buttons.
When exhibitor opens the pop-up, shorten cards of selected exhibitors are displayed above the team members list and selected team members are marked as selected in team members list. Each shorten card has photo, name and “cross“ button to remove team member from selection. To all picked team members can be applied “Reset all“ button, which clears selection.
Team members card in team members list consist of photo, name, email and checkbox or label “Unavailable“. When exhibitor picks team members, their shorten cards should appear in the block above team members list.
When there is no selected team members, parent exhibitor can’t save changes, because “Save“ button becomes disabled: when hovering a “prohibition“ icon on the button and a tooltip text “You cannot save without selected members“ appear.
When user presses “Save” button, a pop-up should be closed and selected team members have to appear in meeting “Participants from your side” list. Make note, that previous participants should be removed, exept the situation when they were assigned again. After exhibitor select team members and save, meeting should appear in assigned team members' schedule and the meeting status should remain the same.
When user presses “Cancel“ button, a pop-up should be closed without applying any changes. The same happens for “Cross“ button in pop-up header.
Notifications
After changes in pop-up are saved, users receives a notification: {Exhbitor_name} reasigned a meeting at {time} regarding {meeting_name} to {list_of_members}.
Also, “Reassign member“ email template iv available at /admin/appointments/emails.
This notifications should be received by all users who are or was in that meeting: assigned, unassigned, unchanged users, including all meeting sides/parties.