Standard Meeting Notifications

Feature Purpose:

The platform offers several types of meeting-related notificatons, triggered by different actions and delivered in various formats, to keep participants up-to-date and help drive maximum participation in meetings.

Triggers:

Meeting notifications can be triggered by:

1. Meeting Actions:

   • Incoming Meeting Request (Receiver): Sent when a participant receives a new meeting request.

   • Confirmed Meeting (Initiator): Sent to the initiator when a receiver confirms a meeting.

   • Cancelled Meeting (Participants Who Didn't Cancel): Sent to participants who did not cancel the meeting.

   • Meeting Reschedule (Participants Who Didn't Reschedule): Notifies participants when a meeting is rescheduled by the other party.

   • Meeting Reassign (Assigned, Unassigned, Unchanged Users & All Meeting Sides): Sent when a meeting participant is reassigned.

   • Confirmed Another Meeting at Requested Time (Initiator): Notifies the initiator when another meeting is confirmed at the originally requested time.

2. Organizer-Initiated Actions:

   • Meeting Appointed by Organizer: Sent when the organizer sets up a meeting.

   • Meeting Confirmed by Organizer: Sent when the organizer confirms a meeting.

   • Meeting Rescheduled by Organizer: Sent when the organizer reschedules a meeting.

   • Meeting Cancelled by Organizer: Sent when the organizer cancels a meeting.

These organizer-triggered notifications contain additional variables such as admin _name and admin_ email.

Meeting Scheduling:

To schedule a meeting with other participants:

• Click on the Meeting icon on the exhibitor or visitor's profile.

• Fill in the meeting details, including:

  • Participants: Select the exhibitor, associated team members, or visitors for the meeting.

  • Subject: Provide an appropriate subject for the meeting invite.

  • Additional Delegates: Include additional participants by entering their registered email addresses.

  • Message: Add a personalized message for the other party.

  • Location: Choose "ONLINE" for online meetings or select a suitable exhibitor stand for physical meetings.

  • Meeting Tags: Select relevant tags to add extra information related to the meeting's purpose.

  • Media Files: Share any marketing files or content relevant to the meeting.

  • Products: Select products of interest or key products relevant to the meeting discussion.

  • Duration: Set the meeting length, with options ranging from 15 minutes to an hour.

Once the meeting is scheduled, an email notification containing the meeting details is sent to all participants, along with a push notification on their mobile app.

Kindly note: the email notification has to be enabled by navigating to Networking and Matchmaking > Meetings > Email Templates — select, edit and enable the incoming meeting template.

Email Notifications

Please note - Several meeting email templates in the list at /admin/appointments/emails are deprecated and no longer sent automatically by the platform. However, they remain visible in the template list and must be manually disabled per event to avoid confusion.

Please review the meeting email templates list at /admin/appointments/emails together with your Technical Account Manager so any templates that are no longer in use can be disabled.

There are multiple email templates for various meeting scenarios:

• Incoming Meeting: Sent to the receiver when they receive a new meeting request.

• Accepted, Rescheduled, and Cancelled Meetings:

  • If the receiver is the one making the change, the initiator is notified.

  • If the initiator is making the change, the receiver is notified.

Use Cases

1. When an additional participant confirms the meeting → The email "Accepted (initiator)" is sent to the additional participant.

2. When the main participant confirms the meeting:

   • "Accepted (receiver)" email is sent to the initiator.

   • "Accepted (receiver)" email is sent to additional participants.

   • "Accepted (initiator)" email is sent to the main participant.

Important! If additional participants are allowed, the organizer must ensure the email wording applies to both main and additional participants.

Meeting Ratings

A Meeting Ratings email is sent daily at 14:30 GMT to remind participants who have not yet rated a meeting they attended. Include the Receiver Name and Appointment Rate variables in this template.

Required Email Notification Variables

To ensure emails contain all necessary information, the following variables should be included in email templates:

• Receiver Name: Displays the recipient's name.

• Meeting Subject: The subject of the meeting.

• Meeting Message: The description of the meeting.

• Meeting Date and Time: Uses event time zone, not local time.

• Meeting Location: Specifies if the meeting is online, at a stand, or a custom location.

• Appointment URL: Provides a direct link (for online meetings).

• Initiator Details: Displays information about the meeting requester.

Reminder Emails Configuration

Setting Up Automatic Meeting Reminders

1. Navigate to: Networking & Matchmaking → Meetings → Reminders.

2. Select the email template from Marketing → Email sender → Email templates.

3. Click Add Automatic Meeting Reminder and configure:

   • Timing for sending the reminder.

   • Activation toggle for email notifications.

   • Channels (Email, SMS, WhatsApp, Web/App notification).

Scheduled Meeting Reminders

1. Click Add New Scheduled Meeting Reminder.

2. Choose the date/time for the reminder.

3. Toggle on email notifications and select a template.

4. Choose a communication method (Email, SMS, WhatsApp, Web/App notification).

Reminder emails ensure participants do not miss their meetings:

• 10 minutes before the meeting starts.

• When the meeting has started and another participant is waiting.

• A final reminder while browsing the platform.

Required Confirmed Meeting Reminders

Organizers can configure reminders for users who haven't reached the required number of confirmed meetings:

1. Click Add New Required Confirmed Meeting Reminder.

2. Set:

   • Frequency of emails.

   • Start dates.

   • Email toggle.

   • Desired email template (from Marketing → Email Sender).

3. An email is also sent once the required confirmed meeting limit is reached.

Multi-Language Support

For multi-lingual events:

• Select the preferred language for the email.

• Draft the email in the chosen language.

Best Practice: Disable any unused email templates by toggling "Disable Email" in settings.

Troubleshooting

Email Notifications Are Not Being Sent

• Ensure email notifications are enabled (Marketing → Email Sender → Email Templates).

• Verify the recipient's email address.

• Ask the recipient to check their spam folder.

• Check if the email server is functioning correctly.

• Confirm that reminder settings are enabled and scheduled properly.

Incorrect Meeting Details in Emails

• Ensure correct variables (e.g., meeting date, time, location) are included in the email template.

• Verify meeting details on the platform.

• Send a test email to check for errors.

Participants Are Not Receiving Reminder Emails

• Check if reminders are scheduled at the correct time.

• Ensure the participant has enabled email notifications.

• Verify the correct reminder template is selected.

Meeting Ratings Email Not Received

• Ensure the meeting ratings email is scheduled for 14:30 GMT.

• Verify that the participant has not already rated their meeting.

Issues with Multi-Language Emails

• Confirm the correct language is selected in the email template.

• Verify that translations are accurate.

• Test emails in multiple languages.

Additional Support

If issues persist, contact event support or check system logs for email delivery status.

🆕 [NEW SECTION] Key Email Templates — Quick Reference

Added May 2026. Source: AUD space legacy documentation (page 69861539). Review and confirm accuracy before removing this panel.

The following table summarises the most important meeting email templates and what each one does. All are configured under Networking & Matchmaking > Meetings > Email Templates.

⚠️ Please verify: Confirm with the team whether the admin navigation path has changed since the AUD legacy page was written. ExpoDoc currently uses "Networking & Matchmaking" directly; the old AUD page referenced "Event Set up > Networking & Matchmaking".