Using Appointments

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From hosted buyer programs to informal sit-downs, you decide who can meet with whom, where, and when. Your attendees will then use a mobile-responsive site to send, accept, decline, and modify meeting requests.
 
NOTE: Using the Networking feature for Event instead of Appointments? The steps are different. Click here to read them.
 
User-added image
 
1 Create an appointment event. Each "appointment event" comes with its own mobile-friendly website where attendees can schedule meetings and view their schedules. If you're planning a conference in Chicago and a tradeshow in Vegas, you would create an appointment event for each.

Under Solutions at the top of the page, select Appointments. Click Create Appointment Event.

If you're using Event Management, you can select Link to an existing Registration Event and click the ellipsis (...) in the field that appears.
Otherwise, name the appointment event. This displays at the top of your website.
 
NOTE: Only one appointment event can be linked to a registration event. 

Want to make sure that all attendees show as busy during an important Keynote session? Once an event is linked, you'll have the ability to select which sessions will show registered attendees as Busy during appointment scheduling. Check off the sessions you want to block.
 
User-added image

In the When section, set the time zone to match the location where most of the meetings will take place. Select the date and time range for when time slots can be booked.

In the Event Planner section, enter the planner's first and last name. This will appear by default in the From Name field of appointment emails by way of data tags.
 
NOTE: You can change anything you've added with the wizard later in Appointments > Event Details > General > Event Information.

Click Save.

2 Add locations, if necessary. While not required, you can assign rooms or spaces to the time slots attendees can book. This will also let you limit how many people can meet during a particular time slot.

Hover over Event Details and, under Setup, click Locations. Click Create Location.

Give the location a name. Only you will see this. The Display Name appears when attendees are choosing which time slot to book.

Prevent attendees from packing a small space with too many bodies by clicking Limit the capacity of each appointment. In the field that appears, enter the number of people the room can hold. 

If applicable, limit the number of meetings that take place in this location for the entire event in the "Maximum appointments per location" field.

Click Save. Repeat these steps until you've added all your locations.


3 Add attendees. Once you've added attendees, they can send meeting invites from their personal appointment scheduler. If you've linked to Event Management registration, anyone who has registered will automatically appear here.
 
User-added image

If you have not linked to a registration event, hover over Attendee Management and, under Manage, click Attendees. You can quick add attendees from the Address Book, or import them in bulk. To add an attendee individually, hover over Add and click Add from Address Book. Select the attendee and click Add. Too add attendees in bulk, click Import Attendees, then follow the steps for importing contacts. .

4 Group attendees individually. When you organize attendees into groups, such as exhibitors, VIPs, or students, you can apply different rules to each. For example, you can limit exhibitors to five appointments max, prevent VIPs from getting meeting requests, or institute a 10-person limit for meetings among students. You can also set up a group assignment to group attendees automatically based on a rule you create. 

 
NOTE: Every event must have at least one group and all attendees must be part of a group unless you're scheduling appointments for them. An attendee can belong to multiple groups, but it's recommended that they exist in only one. 

Hover over Attendee Management and, under Manage, click Groups.

Click Create Group. Name the group and give it a description, for your reference. Attendees won't know they are part of a group. If linking to an existing Registration event, make each registration type a group.

Under Available Attendees, check the boxes beside those you want in the group. On the right, click Add x attendees ("x" is the number you selected).

 
User-added image

They will now be listed in the Group Members box on the right. Click Save.

If you have not linked this event to an existing Registration event, click the neighboring tab, Permissions, then click Edit. If you want group members to be able to create new attendees on their own from the attendee website, switch "Group members can create attendees when scheduling appointments" to Yes. Then select which group the new attendees should be added to. They will also be added as contacts in your address book.

Want to prevent group members from double-booking themselves? Click the dropdown next to "Maximum bookings each group member can have at the same time" and select 1. Or, determine how many bookings each group member should not exceed by selecting the number from the dropdown. Click Save.

To quickly add attendees to a group later, go to Attendee Management > Attendees, filter the list (see screenshot below), and follow these instructions.

 
User-added image

Or group attendees automatically. Hover over Attendee Management and, under Setup, click Group Assignment. Click Edit, then click Create Rule. Click Add Condition, then select a registration type, admission item, email address, title, company, or custom contact field from the "If" dropdown.

A new dropdown for the operator will appear. Select the option from the dropdown, then enter a value in the next text field that displays. If necessary, add another condition on top of the one you just created.

Click on the dropdown next to "Then add attendees to this group," and select which group these attendees should be automatically added to. Click Save.

 
User-added image

5 Create appointment types, if necessary. Whether product demos, happy hours, or business lunches, set aside time slots for different purposes by adding appointment types. You can later limit when and how many of each type can be scheduled, and who can do the scheduling.

Hover over Event Details and, under Setup, click Appointment Types.
 
NOTE: You can change the name of the "Event Appointment" or delete it once you've added another appointment type.

Click Create Appointment Type. Give it a name and consider adding a description.

Choose whether all attendees or just you (and other Cvent users) can select this option when scheduling an appointment. 

Then determine if you want requesters to choose from only the specified time slots to set available times and durations, or if you want to allow requesters to book any time and duration that falls within the specified time slot.

Click Save.


6 Add scheduling rules, if necessary. Limit who can make appointments with whom, and how many, by setting up rules based on the group and appointment type.

Hover over Event Details and, under Setup, click Schedule Rules.

All your appointment types and groups will be listed. Click Edit.

Your options are:

 
  • Requesters - Uncheck the box to prevent the group from sending meeting invites for this appointment type.
  • Requestees - Uncheck the box to prevent the group from receiving meeting requests for this appointment type.
  • In-Group Requests - Uncheck the box to prevent the group from meeting with other members in the group.
  • Appts. per Group Member - Limit each group member to a minimum or maximum number of appointments for this event. 
  • Group Members per Appt. - Set a threshold for how many people in this group can meet at once.

Once you're done, click Save.

7 Create time slots. When attendees are scheduling an appointment, they'll select from a list of time slots available based on the group they're part of and the appointment type they've chosen. Want to allow attendees to designate their own meeting times within a broad timeframe? Configure this setting within the appointment type.

To add time slots,
hover over Event Details and, under Setup, click Time Slots.

Click Create Time Slot.

Select an appointment type from the dropdown.

If you have multiple, back-to-back time slots with the same duration, you can add them all at once. Select the date and time the first time slot starts until the last one ends. For example, four 30-minute time slots could start at 2 p.m. and end at 4 p.m. If you're adding a single time slot, the range would be from 2-2:30 p.m. 

Specify the "interval." This includes the meeting time, plus the time it takes to transition to the next meeting, called "passing time." In the above example, the interval would be 30 minutes. If you allowed a passing time of 5 minutes, attendees would have 25 minutes to meet. 

 
User-added image

If applicable, click Add Locations. Select a room, then click Apply.

Click Save.

 
NOTE: You cannot edit a time slot once it's been booked.

8 Customize the attendee website. Click Website in the gray navigation bar, then Edit. To add a header, click on ... next to Header Image. Double click on a folder in the Media Library to open it, then select the image and click Insert.

You can also customize other aspects of the website, like the background color, button colors, and error colors. Adjust the color by entering a hex code in the text box or creating a custom color.

Determine if you want to display the website to all attendees, only attendees that the website visitor can request appointments with, or no attendees.

Lastly, configure your GDPR settings. Switch "Display a link to your privacy policy" to Yes if you'd like to add your own Privacy Policy above Cvent's on your event website. Then, enter the URL and link text.

Switch "Notify visitors that the attendee website uses cookies" to Yes to display a banner when visitors arrive at the website.

Click Save.


9 Launch your Appointment Event. Click Overview in the gray navigation bar. Click Launch Event. Click Launch Event again to confirm.

10 Send the Appointment Event Welcome email. Click Communication. Hover over the User-added image to the right of the Appointment Event Welcome email, and click Send to All. Click Confirm.

 
User-added image

Attendees will also automatically receive an email whenever they've been invited to or uninvited from an appointment. The requester gets an email once their appointment is accepted or declined. Everyone invited gets notified if the appointment is cancelled or changed. You can edit or deactivate these automatic emails or create your own.

11 Allow registrants to schedule appointments after registering, if applicable. If linking to a Registration event, add the option to schedule appointments to the Registration Confirmation page.

Open your Registration event. Hover over Website & Registration and, under Registration, click Registration Settings.

Click the rightmost tab, Confirmation, then Edit. Under the My Registration Page section, click Add Action... .

Check the box next to Schedule Appointments, then click OK.

Click Save.


 

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We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
From hosted buyer programs to informal sit-downs, you decide who can meet with whom, where, and when. Your attendees will then use a mobile-responsive site to send, accept, decline, and modify meeting requests.
 
NOTE: Using the Networking feature for Event instead of Appointments? The steps are different. Click here to read them.
 
User-added image
 
1 Create an appointment event. Each "appointment event" comes with its own mobile-friendly website where attendees can schedule meetings and view their schedules. If you're planning a conference in Chicago and a tradeshow in Vegas, you would create an appointment event for each.

Under Solutions at the top of the page, select Appointments. Click Create Appointment Event.

If you're using Event Management, you can select Link to an existing Registration Event and click the ellipsis (...) in the field that appears.
Otherwise, name the appointment event. This displays at the top of your website.
 
NOTE: Only one appointment event can be linked to a registration event. 

Want to make sure that all attendees show as busy during an important Keynote session? Once an event is linked, you'll have the ability to select which sessions will show registered attendees as Busy during appointment scheduling. Check off the sessions you want to block.
 
User-added image

In the When section, set the time zone to match the location where most of the meetings will take place. Select the date and time range for when time slots can be booked.

In the Event Planner section, enter the planner's first and last name. This will appear by default in the From Name field of appointment emails by way of data tags.
 
NOTE: You can change anything you've added with the wizard later in Appointments > Event Details > General > Event Information.

Click Save.

2 Add locations, if necessary. While not required, you can assign rooms or spaces to the time slots attendees can book. This will also let you limit how many people can meet during a particular time slot.

Hover over Event Details and, under Setup, click Locations. Click Create Location.

Give the location a name. Only you will see this. The Display Name appears when attendees are choosing which time slot to book.

Prevent attendees from packing a small space with too many bodies by clicking Limit the capacity of each appointment. In the field that appears, enter the number of people the room can hold. 

If applicable, limit the number of meetings that take place in this location for the entire event in the "Maximum appointments per location" field.

Click Save. Repeat these steps until you've added all your locations.


3 Add attendees. Once you've added attendees, they can send meeting invites from their personal appointment scheduler. If you've linked to Event Management registration, anyone who has registered will automatically appear here.
 
User-added image

If you have not linked to a registration event, hover over Attendee Management and, under Manage, click Attendees. You can quick add attendees from the Address Book, or import them in bulk. To add an attendee individually, hover over Add and click Add from Address Book. Select the attendee and click Add. Too add attendees in bulk, click Import Attendees, then follow the steps for importing contacts. .

4 Group attendees individually. When you organize attendees into groups, such as exhibitors, VIPs, or students, you can apply different rules to each. For example, you can limit exhibitors to five appointments max, prevent VIPs from getting meeting requests, or institute a 10-person limit for meetings among students. You can also set up a group assignment to group attendees automatically based on a rule you create. 

 
NOTE: Every event must have at least one group and all attendees must be part of a group unless you're scheduling appointments for them. An attendee can belong to multiple groups, but it's recommended that they exist in only one. 

Hover over Attendee Management and, under Manage, click Groups.

Click Create Group. Name the group and give it a description, for your reference. Attendees won't know they are part of a group. If linking to an existing Registration event, make each registration type a group.

Under Available Attendees, check the boxes beside those you want in the group. On the right, click Add x attendees ("x" is the number you selected).

 
User-added image

They will now be listed in the Group Members box on the right. Click Save.

If you have not linked this event to an existing Registration event, click the neighboring tab, Permissions, then click Edit. If you want group members to be able to create new attendees on their own from the attendee website, switch "Group members can create attendees when scheduling appointments" to Yes. Then select which group the new attendees should be added to. They will also be added as contacts in your address book.

Want to prevent group members from double-booking themselves? Click the dropdown next to "Maximum bookings each group member can have at the same time" and select 1. Or, determine how many bookings each group member should not exceed by selecting the number from the dropdown. Click Save.

To quickly add attendees to a group later, go to Attendee Management > Attendees, filter the list (see screenshot below), and follow these instructions.

 
User-added image

Or group attendees automatically. Hover over Attendee Management and, under Setup, click Group Assignment. Click Edit, then click Create Rule. Click Add Condition, then select a registration type, admission item, email address, title, company, or custom contact field from the "If" dropdown.

A new dropdown for the operator will appear. Select the option from the dropdown, then enter a value in the next text field that displays. If necessary, add another condition on top of the one you just created.

Click on the dropdown next to "Then add attendees to this group," and select which group these attendees should be automatically added to. Click Save.

 
User-added image

5 Create appointment types, if necessary. Whether product demos, happy hours, or business lunches, set aside time slots for different purposes by adding appointment types. You can later limit when and how many of each type can be scheduled, and who can do the scheduling.

Hover over Event Details and, under Setup, click Appointment Types.
 
NOTE: You can change the name of the "Event Appointment" or delete it once you've added another appointment type.

Click Create Appointment Type. Give it a name and consider adding a description.

Choose whether all attendees or just you (and other Cvent users) can select this option when scheduling an appointment. 

Then determine if you want requesters to choose from only the specified time slots to set available times and durations, or if you want to allow requesters to book any time and duration that falls within the specified time slot.

Click Save.


6 Add scheduling rules, if necessary. Limit who can make appointments with whom, and how many, by setting up rules based on the group and appointment type.

Hover over Event Details and, under Setup, click Schedule Rules.

All your appointment types and groups will be listed. Click Edit.

Your options are:

 
  • Requesters - Uncheck the box to prevent the group from sending meeting invites for this appointment type.
  • Requestees - Uncheck the box to prevent the group from receiving meeting requests for this appointment type.
  • In-Group Requests - Uncheck the box to prevent the group from meeting with other members in the group.
  • Appts. per Group Member - Limit each group member to a minimum or maximum number of appointments for this event. 
  • Group Members per Appt. - Set a threshold for how many people in this group can meet at once.

Once you're done, click Save.

7 Create time slots. When attendees are scheduling an appointment, they'll select from a list of time slots available based on the group they're part of and the appointment type they've chosen. Want to allow attendees to designate their own meeting times within a broad timeframe? Configure this setting within the appointment type.

To add time slots,
hover over Event Details and, under Setup, click Time Slots.

Click Create Time Slot.

Select an appointment type from the dropdown.

If you have multiple, back-to-back time slots with the same duration, you can add them all at once. Select the date and time the first time slot starts until the last one ends. For example, four 30-minute time slots could start at 2 p.m. and end at 4 p.m. If you're adding a single time slot, the range would be from 2-2:30 p.m. 

Specify the "interval." This includes the meeting time, plus the time it takes to transition to the next meeting, called "passing time." In the above example, the interval would be 30 minutes. If you allowed a passing time of 5 minutes, attendees would have 25 minutes to meet. 

 
User-added image

If applicable, click Add Locations. Select a room, then click Apply.

Click Save.

 
NOTE: You cannot edit a time slot once it's been booked.

8 Customize the attendee website. Click Website in the gray navigation bar, then Edit. To add a header, click on ... next to Header Image. Double click on a folder in the Media Library to open it, then select the image and click Insert.

You can also customize other aspects of the website, like the background color, button colors, and error colors. Adjust the color by entering a hex code in the text box or creating a custom color.

Determine if you want to display the website to all attendees, only attendees that the website visitor can request appointments with, or no attendees.

Lastly, configure your GDPR settings. Switch "Display a link to your privacy policy" to Yes if you'd like to add your own Privacy Policy above Cvent's on your event website. Then, enter the URL and link text.

Switch "Notify visitors that the attendee website uses cookies" to Yes to display a banner when visitors arrive at the website.

Click Save.


9 Launch your Appointment Event. Click Overview in the gray navigation bar. Click Launch Event. Click Launch Event again to confirm.

10 Send the Appointment Event Welcome email. Click Communication. Hover over the User-added image to the right of the Appointment Event Welcome email, and click Send to All. Click Confirm.

 
User-added image

Attendees will also automatically receive an email whenever they've been invited to or uninvited from an appointment. The requester gets an email once their appointment is accepted or declined. Everyone invited gets notified if the appointment is cancelled or changed. You can edit or deactivate these automatic emails or create your own.

11 Allow registrants to schedule appointments after registering, if applicable. If linking to a Registration event, add the option to schedule appointments to the Registration Confirmation page.

Open your Registration event. Hover over Website & Registration and, under Registration, click Registration Settings.

Click the rightmost tab, Confirmation, then Edit. Under the My Registration Page section, click Add Action... .

Check the box next to Schedule Appointments, then click OK.

Click Save.


 

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
From hosted buyer programs to informal sit-downs, you decide who can meet with whom, where, and when. Your attendees will then use a mobile-responsive site to send, accept, decline, and modify meeting requests.
 
NOTE: Using the Networking feature for Event instead of Appointments? The steps are different. Click here to read them.
 
User-added image
 
1 Create an appointment event. Each "appointment event" comes with its own mobile-friendly website where attendees can schedule meetings and view their schedules. If you're planning a conference in Chicago and a tradeshow in Vegas, you would create an appointment event for each.

Under Solutions at the top of the page, select Appointments. Click Create Appointment Event.

If you're using Event Management, you can select Link to an existing Registration Event and click the ellipsis (...) in the field that appears.
Otherwise, name the appointment event. This displays at the top of your website.
 
NOTE: Only one appointment event can be linked to a registration event. 

Want to make sure that all attendees show as busy during an important Keynote session? Once an event is linked, you'll have the ability to select which sessions will show registered attendees as Busy during appointment scheduling. Check off the sessions you want to block.
 
User-added image

In the When section, set the time zone to match the location where most of the meetings will take place. Select the date and time range for when time slots can be booked.

In the Event Planner section, enter the planner's first and last name. This will appear by default in the From Name field of appointment emails by way of data tags.
 
NOTE: You can change anything you've added with the wizard later in Appointments > Event Details > General > Event Information.

Click Save.

2 Add locations, if necessary. While not required, you can assign rooms or spaces to the time slots attendees can book. This will also let you limit how many people can meet during a particular time slot.

Hover over Event Details and, under Setup, click Locations. Click Create Location.

Give the location a name. Only you will see this. The Display Name appears when attendees are choosing which time slot to book.

Prevent attendees from packing a small space with too many bodies by clicking Limit the capacity of each appointment. In the field that appears, enter the number of people the room can hold. 

If applicable, limit the number of meetings that take place in this location for the entire event in the "Maximum appointments per location" field.

Click Save. Repeat these steps until you've added all your locations.


3 Add attendees. Once you've added attendees, they can send meeting invites from their personal appointment scheduler. If you've linked to Event Management registration, anyone who has registered will automatically appear here.
 
User-added image

If you have not linked to a registration event, hover over Attendee Management and, under Manage, click Attendees. You can quick add attendees from the Address Book, or import them in bulk. To add an attendee individually, hover over Add and click Add from Address Book. Select the attendee and click Add. Too add attendees in bulk, click Import Attendees, then follow the steps for importing contacts. .

4 Group attendees individually. When you organize attendees into groups, such as exhibitors, VIPs, or students, you can apply different rules to each. For example, you can limit exhibitors to five appointments max, prevent VIPs from getting meeting requests, or institute a 10-person limit for meetings among students. You can also set up a group assignment to group attendees automatically based on a rule you create. 

 
NOTE: Every event must have at least one group and all attendees must be part of a group unless you're scheduling appointments for them. An attendee can belong to multiple groups, but it's recommended that they exist in only one. 

Hover over Attendee Management and, under Manage, click Groups.

Click Create Group. Name the group and give it a description, for your reference. Attendees won't know they are part of a group. If linking to an existing Registration event, make each registration type a group.

Under Available Attendees, check the boxes beside those you want in the group. On the right, click Add x attendees ("x" is the number you selected).

 
User-added image

They will now be listed in the Group Members box on the right. Click Save.

If you have not linked this event to an existing Registration event, click the neighboring tab, Permissions, then click Edit. If you want group members to be able to create new attendees on their own from the attendee website, switch "Group members can create attendees when scheduling appointments" to Yes. Then select which group the new attendees should be added to. They will also be added as contacts in your address book.

Want to prevent group members from double-booking themselves? Click the dropdown next to "Maximum bookings each group member can have at the same time" and select 1. Or, determine how many bookings each group member should not exceed by selecting the number from the dropdown. Click Save.

To quickly add attendees to a group later, go to Attendee Management > Attendees, filter the list (see screenshot below), and follow these instructions.

 
User-added image

Or group attendees automatically. Hover over Attendee Management and, under Setup, click Group Assignment. Click Edit, then click Create Rule. Click Add Condition, then select a registration type, admission item, email address, title, company, or custom contact field from the "If" dropdown.

A new dropdown for the operator will appear. Select the option from the dropdown, then enter a value in the next text field that displays. If necessary, add another condition on top of the one you just created.

Click on the dropdown next to "Then add attendees to this group," and select which group these attendees should be automatically added to. Click Save.

 
User-added image

5 Create appointment types, if necessary. Whether product demos, happy hours, or business lunches, set aside time slots for different purposes by adding appointment types. You can later limit when and how many of each type can be scheduled, and who can do the scheduling.

Hover over Event Details and, under Setup, click Appointment Types.
 
NOTE: You can change the name of the "Event Appointment" or delete it once you've added another appointment type.

Click Create Appointment Type. Give it a name and consider adding a description.

Choose whether all attendees or just you (and other Cvent users) can select this option when scheduling an appointment. 

Then determine if you want requesters to choose from only the specified time slots to set available times and durations, or if you want to allow requesters to book any time and duration that falls within the specified time slot.

Click Save.


6 Add scheduling rules, if necessary. Limit who can make appointments with whom, and how many, by setting up rules based on the group and appointment type.

Hover over Event Details and, under Setup, click Schedule Rules.

All your appointment types and groups will be listed. Click Edit.

Your options are:

 
  • Requesters - Uncheck the box to prevent the group from sending meeting invites for this appointment type.
  • Requestees - Uncheck the box to prevent the group from receiving meeting requests for this appointment type.
  • In-Group Requests - Uncheck the box to prevent the group from meeting with other members in the group.
  • Appts. per Group Member - Limit each group member to a minimum or maximum number of appointments for this event. 
  • Group Members per Appt. - Set a threshold for how many people in this group can meet at once.

Once you're done, click Save.

7 Create time slots. When attendees are scheduling an appointment, they'll select from a list of time slots available based on the group they're part of and the appointment type they've chosen. Want to allow attendees to designate their own meeting times within a broad timeframe? Configure this setting within the appointment type.

To add time slots,
hover over Event Details and, under Setup, click Time Slots.

Click Create Time Slot.

Select an appointment type from the dropdown.

If you have multiple, back-to-back time slots with the same duration, you can add them all at once. Select the date and time the first time slot starts until the last one ends. For example, four 30-minute time slots could start at 2 p.m. and end at 4 p.m. If you're adding a single time slot, the range would be from 2-2:30 p.m. 

Specify the "interval." This includes the meeting time, plus the time it takes to transition to the next meeting, called "passing time." In the above example, the interval would be 30 minutes. If you allowed a passing time of 5 minutes, attendees would have 25 minutes to meet. 

 
User-added image

If applicable, click Add Locations. Select a room, then click Apply.

Click Save.

 
NOTE: You cannot edit a time slot once it's been booked.

8 Customize the attendee website. Click Website in the gray navigation bar, then Edit. To add a header, click on ... next to Header Image. Double click on a folder in the Media Library to open it, then select the image and click Insert.

You can also customize other aspects of the website, like the background color, button colors, and error colors. Adjust the color by entering a hex code in the text box or creating a custom color.

Determine if you want to display the website to all attendees, only attendees that the website visitor can request appointments with, or no attendees.

Lastly, configure your GDPR settings. Switch "Display a link to your privacy policy" to Yes if you'd like to add your own Privacy Policy above Cvent's on your event website. Then, enter the URL and link text.

Switch "Notify visitors that the attendee website uses cookies" to Yes to display a banner when visitors arrive at the website.

Click Save.


9 Launch your Appointment Event. Click Overview in the gray navigation bar. Click Launch Event. Click Launch Event again to confirm.

10 Send the Appointment Event Welcome email. Click Communication. Hover over the User-added image to the right of the Appointment Event Welcome email, and click Send to All. Click Confirm.

 
User-added image

Attendees will also automatically receive an email whenever they've been invited to or uninvited from an appointment. The requester gets an email once their appointment is accepted or declined. Everyone invited gets notified if the appointment is cancelled or changed. You can edit or deactivate these automatic emails or create your own.

11 Allow registrants to schedule appointments after registering, if applicable. If linking to a Registration event, add the option to schedule appointments to the Registration Confirmation page.

Open your Registration event. Hover over Website & Registration and, under Registration, click Registration Settings.

Click the rightmost tab, Confirmation, then Edit. Under the My Registration Page section, click Add Action... .

Check the box next to Schedule Appointments, then click OK.

Click Save.


 

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
From hosted buyer programs to informal sit-downs, you decide who can meet with whom, where, and when. Your attendees will then use a mobile-responsive site to send, accept, decline, and modify meeting requests.
 
NOTE: Using the Networking feature for Event instead of Appointments? The steps are different. Click here to read them.
 
User-added image
 
1 Create an appointment event. Each "appointment event" comes with its own mobile-friendly website where attendees can schedule meetings and view their schedules. If you're planning a conference in Chicago and a tradeshow in Vegas, you would create an appointment event for each.

Under Solutions at the top of the page, select Appointments. Click Create Appointment Event.

If you're using Event Management, you can select Link to an existing Registration Event and click the ellipsis (...) in the field that appears.
Otherwise, name the appointment event. This displays at the top of your website.
 
NOTE: Only one appointment event can be linked to a registration event. 

Want to make sure that all attendees show as busy during an important Keynote session? Once an event is linked, you'll have the ability to select which sessions will show registered attendees as Busy during appointment scheduling. Check off the sessions you want to block.
 
User-added image

In the When section, set the time zone to match the location where most of the meetings will take place. Select the date and time range for when time slots can be booked.

In the Event Planner section, enter the planner's first and last name. This will appear by default in the From Name field of appointment emails by way of data tags.
 
NOTE: You can change anything you've added with the wizard later in Appointments > Event Details > General > Event Information.

Click Save.

2 Add locations, if necessary. While not required, you can assign rooms or spaces to the time slots attendees can book. This will also let you limit how many people can meet during a particular time slot.

Hover over Event Details and, under Setup, click Locations. Click Create Location.

Give the location a name. Only you will see this. The Display Name appears when attendees are choosing which time slot to book.

Prevent attendees from packing a small space with too many bodies by clicking Limit the capacity of each appointment. In the field that appears, enter the number of people the room can hold. 

If applicable, limit the number of meetings that take place in this location for the entire event in the "Maximum appointments per location" field.

Click Save. Repeat these steps until you've added all your locations.


3 Add attendees. Once you've added attendees, they can send meeting invites from their personal appointment scheduler. If you've linked to Event Management registration, anyone who has registered will automatically appear here.
 
User-added image

If you have not linked to a registration event, hover over Attendee Management and, under Manage, click Attendees. You can quick add attendees from the Address Book, or import them in bulk. To add an attendee individually, hover over Add and click Add from Address Book. Select the attendee and click Add. Too add attendees in bulk, click Import Attendees, then follow the steps for importing contacts. .

4 Group attendees individually. When you organize attendees into groups, such as exhibitors, VIPs, or students, you can apply different rules to each. For example, you can limit exhibitors to five appointments max, prevent VIPs from getting meeting requests, or institute a 10-person limit for meetings among students. You can also set up a group assignment to group attendees automatically based on a rule you create. 

 
NOTE: Every event must have at least one group and all attendees must be part of a group unless you're scheduling appointments for them. An attendee can belong to multiple groups, but it's recommended that they exist in only one. 

Hover over Attendee Management and, under Manage, click Groups.

Click Create Group. Name the group and give it a description, for your reference. Attendees won't know they are part of a group. If linking to an existing Registration event, make each registration type a group.

Under Available Attendees, check the boxes beside those you want in the group. On the right, click Add x attendees ("x" is the number you selected).

 
User-added image

They will now be listed in the Group Members box on the right. Click Save.

If you have not linked this event to an existing Registration event, click the neighboring tab, Permissions, then click Edit. If you want group members to be able to create new attendees on their own from the attendee website, switch "Group members can create attendees when scheduling appointments" to Yes. Then select which group the new attendees should be added to. They will also be added as contacts in your address book.

Want to prevent group members from double-booking themselves? Click the dropdown next to "Maximum bookings each group member can have at the same time" and select 1. Or, determine how many bookings each group member should not exceed by selecting the number from the dropdown. Click Save.

To quickly add attendees to a group later, go to Attendee Management > Attendees, filter the list (see screenshot below), and follow these instructions.

 
User-added image

Or group attendees automatically. Hover over Attendee Management and, under Setup, click Group Assignment. Click Edit, then click Create Rule. Click Add Condition, then select a registration type, admission item, email address, title, company, or custom contact field from the "If" dropdown.

A new dropdown for the operator will appear. Select the option from the dropdown, then enter a value in the next text field that displays. If necessary, add another condition on top of the one you just created.

Click on the dropdown next to "Then add attendees to this group," and select which group these attendees should be automatically added to. Click Save.

 
User-added image

5 Create appointment types, if necessary. Whether product demos, happy hours, or business lunches, set aside time slots for different purposes by adding appointment types. You can later limit when and how many of each type can be scheduled, and who can do the scheduling.

Hover over Event Details and, under Setup, click Appointment Types.
 
NOTE: You can change the name of the "Event Appointment" or delete it once you've added another appointment type.

Click Create Appointment Type. Give it a name and consider adding a description.

Choose whether all attendees or just you (and other Cvent users) can select this option when scheduling an appointment. 

Then determine if you want requesters to choose from only the specified time slots to set available times and durations, or if you want to allow requesters to book any time and duration that falls within the specified time slot.

Click Save.


6 Add scheduling rules, if necessary. Limit who can make appointments with whom, and how many, by setting up rules based on the group and appointment type.

Hover over Event Details and, under Setup, click Schedule Rules.

All your appointment types and groups will be listed. Click Edit.

Your options are:

 
  • Requesters - Uncheck the box to prevent the group from sending meeting invites for this appointment type.
  • Requestees - Uncheck the box to prevent the group from receiving meeting requests for this appointment type.
  • In-Group Requests - Uncheck the box to prevent the group from meeting with other members in the group.
  • Appts. per Group Member - Limit each group member to a minimum or maximum number of appointments for this event. 
  • Group Members per Appt. - Set a threshold for how many people in this group can meet at once.

Once you're done, click Save.

7 Create time slots. When attendees are scheduling an appointment, they'll select from a list of time slots available based on the group they're part of and the appointment type they've chosen. Want to allow attendees to designate their own meeting times within a broad timeframe? Configure this setting within the appointment type.

To add time slots,
hover over Event Details and, under Setup, click Time Slots.

Click Create Time Slot.

Select an appointment type from the dropdown.

If you have multiple, back-to-back time slots with the same duration, you can add them all at once. Select the date and time the first time slot starts until the last one ends. For example, four 30-minute time slots could start at 2 p.m. and end at 4 p.m. If you're adding a single time slot, the range would be from 2-2:30 p.m. 

Specify the "interval." This includes the meeting time, plus the time it takes to transition to the next meeting, called "passing time." In the above example, the interval would be 30 minutes. If you allowed a passing time of 5 minutes, attendees would have 25 minutes to meet. 

 
User-added image

If applicable, click Add Locations. Select a room, then click Apply.

Click Save.

 
NOTE: You cannot edit a time slot once it's been booked.

8 Customize the attendee website. Click Website in the gray navigation bar, then Edit. To add a header, click on ... next to Header Image. Double click on a folder in the Media Library to open it, then select the image and click Insert.

You can also customize other aspects of the website, like the background color, button colors, and error colors. Adjust the color by entering a hex code in the text box or creating a custom color.

Determine if you want to display the website to all attendees, only attendees that the website visitor can request appointments with, or no attendees.

Lastly, configure your GDPR settings. Switch "Display a link to your privacy policy" to Yes if you'd like to add your own Privacy Policy above Cvent's on your event website. Then, enter the URL and link text.

Switch "Notify visitors that the attendee website uses cookies" to Yes to display a banner when visitors arrive at the website.

Click Save.


9 Launch your Appointment Event. Click Overview in the gray navigation bar. Click Launch Event. Click Launch Event again to confirm.

10 Send the Appointment Event Welcome email. Click Communication. Hover over the User-added image to the right of the Appointment Event Welcome email, and click Send to All. Click Confirm.

 
User-added image

Attendees will also automatically receive an email whenever they've been invited to or uninvited from an appointment. The requester gets an email once their appointment is accepted or declined. Everyone invited gets notified if the appointment is cancelled or changed. You can edit or deactivate these automatic emails or create your own.

11 Allow registrants to schedule appointments after registering, if applicable. If linking to a Registration event, add the option to schedule appointments to the Registration Confirmation page.

Open your Registration event. Hover over Website & Registration and, under Registration, click Registration Settings.

Click the rightmost tab, Confirmation, then Edit. Under the My Registration Page section, click Add Action... .

Check the box next to Schedule Appointments, then click OK.

Click Save.


 

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Did this article resolve your issue?

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We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
From hosted buyer programs to informal sit-downs, you decide who can meet with whom, where, and when. Your attendees will then use a mobile-responsive site to send, accept, decline, and modify meeting requests.
 
NOTE: Using the Networking feature for Event instead of Appointments? The steps are different. Click here to read them.
 
User-added image
 
1 Create an appointment event. Each "appointment event" comes with its own mobile-friendly website where attendees can schedule meetings and view their schedules. If you're planning a conference in Chicago and a tradeshow in Vegas, you would create an appointment event for each.

Under Solutions at the top of the page, select Appointments. Click Create Appointment Event.

If you're using Event Management, you can select Link to an existing Registration Event and click the ellipsis (...) in the field that appears.
Otherwise, name the appointment event. This displays at the top of your website.
 
NOTE: Only one appointment event can be linked to a registration event. 

Want to make sure that all attendees show as busy during an important Keynote session? Once an event is linked, you'll have the ability to select which sessions will show registered attendees as Busy during appointment scheduling. Check off the sessions you want to block.
 
User-added image

In the When section, set the time zone to match the location where most of the meetings will take place. Select the date and time range for when time slots can be booked.

In the Event Planner section, enter the planner's first and last name. This will appear by default in the From Name field of appointment emails by way of data tags.
 
NOTE: You can change anything you've added with the wizard later in Appointments > Event Details > General > Event Information.

Click Save.

2 Add locations, if necessary. While not required, you can assign rooms or spaces to the time slots attendees can book. This will also let you limit how many people can meet during a particular time slot.

Hover over Event Details and, under Setup, click Locations. Click Create Location.

Give the location a name. Only you will see this. The Display Name appears when attendees are choosing which time slot to book.

Prevent attendees from packing a small space with too many bodies by clicking Limit the capacity of each appointment. In the field that appears, enter the number of people the room can hold. 

If applicable, limit the number of meetings that take place in this location for the entire event in the "Maximum appointments per location" field.

Click Save. Repeat these steps until you've added all your locations.


3 Add attendees. Once you've added attendees, they can send meeting invites from their personal appointment scheduler. If you've linked to Event Management registration, anyone who has registered will automatically appear here.
 
User-added image

If you have not linked to a registration event, hover over Attendee Management and, under Manage, click Attendees. You can quick add attendees from the Address Book, or import them in bulk. To add an attendee individually, hover over Add and click Add from Address Book. Select the attendee and click Add. Too add attendees in bulk, click Import Attendees, then follow the steps for importing contacts. .

4 Group attendees individually. When you organize attendees into groups, such as exhibitors, VIPs, or students, you can apply different rules to each. For example, you can limit exhibitors to five appointments max, prevent VIPs from getting meeting requests, or institute a 10-person limit for meetings among students. You can also set up a group assignment to group attendees automatically based on a rule you create. 

 
NOTE: Every event must have at least one group and all attendees must be part of a group unless you're scheduling appointments for them. An attendee can belong to multiple groups, but it's recommended that they exist in only one. 

Hover over Attendee Management and, under Manage, click Groups.

Click Create Group. Name the group and give it a description, for your reference. Attendees won't know they are part of a group. If linking to an existing Registration event, make each registration type a group.

Under Available Attendees, check the boxes beside those you want in the group. On the right, click Add x attendees ("x" is the number you selected).

 
User-added image

They will now be listed in the Group Members box on the right. Click Save.

If you have not linked this event to an existing Registration event, click the neighboring tab, Permissions, then click Edit. If you want group members to be able to create new attendees on their own from the attendee website, switch "Group members can create attendees when scheduling appointments" to Yes. Then select which group the new attendees should be added to. They will also be added as contacts in your address book.

Want to prevent group members from double-booking themselves? Click the dropdown next to "Maximum bookings each group member can have at the same time" and select 1. Or, determine how many bookings each group member should not exceed by selecting the number from the dropdown. Click Save.

To quickly add attendees to a group later, go to Attendee Management > Attendees, filter the list (see screenshot below), and follow these instructions.

 
User-added image

Or group attendees automatically. Hover over Attendee Management and, under Setup, click Group Assignment. Click Edit, then click Create Rule. Click Add Condition, then select a registration type, admission item, email address, title, company, or custom contact field from the "If" dropdown.

A new dropdown for the operator will appear. Select the option from the dropdown, then enter a value in the next text field that displays. If necessary, add another condition on top of the one you just created.

Click on the dropdown next to "Then add attendees to this group," and select which group these attendees should be automatically added to. Click Save.

 
User-added image

5 Create appointment types, if necessary. Whether product demos, happy hours, or business lunches, set aside time slots for different purposes by adding appointment types. You can later limit when and how many of each type can be scheduled, and who can do the scheduling.

Hover over Event Details and, under Setup, click Appointment Types.
 
NOTE: You can change the name of the "Event Appointment" or delete it once you've added another appointment type.

Click Create Appointment Type. Give it a name and consider adding a description.

Choose whether all attendees or just you (and other Cvent users) can select this option when scheduling an appointment. 

Then determine if you want requesters to choose from only the specified time slots to set available times and durations, or if you want to allow requesters to book any time and duration that falls within the specified time slot.

Click Save.


6 Add scheduling rules, if necessary. Limit who can make appointments with whom, and how many, by setting up rules based on the group and appointment type.

Hover over Event Details and, under Setup, click Schedule Rules.

All your appointment types and groups will be listed. Click Edit.

Your options are:

 
  • Requesters - Uncheck the box to prevent the group from sending meeting invites for this appointment type.
  • Requestees - Uncheck the box to prevent the group from receiving meeting requests for this appointment type.
  • In-Group Requests - Uncheck the box to prevent the group from meeting with other members in the group.
  • Appts. per Group Member - Limit each group member to a minimum or maximum number of appointments for this event. 
  • Group Members per Appt. - Set a threshold for how many people in this group can meet at once.

Once you're done, click Save.

7 Create time slots. When attendees are scheduling an appointment, they'll select from a list of time slots available based on the group they're part of and the appointment type they've chosen. Want to allow attendees to designate their own meeting times within a broad timeframe? Configure this setting within the appointment type.

To add time slots,
hover over Event Details and, under Setup, click Time Slots.

Click Create Time Slot.

Select an appointment type from the dropdown.

If you have multiple, back-to-back time slots with the same duration, you can add them all at once. Select the date and time the first time slot starts until the last one ends. For example, four 30-minute time slots could start at 2 p.m. and end at 4 p.m. If you're adding a single time slot, the range would be from 2-2:30 p.m. 

Specify the "interval." This includes the meeting time, plus the time it takes to transition to the next meeting, called "passing time." In the above example, the interval would be 30 minutes. If you allowed a passing time of 5 minutes, attendees would have 25 minutes to meet. 

 
User-added image

If applicable, click Add Locations. Select a room, then click Apply.

Click Save.

 
NOTE: You cannot edit a time slot once it's been booked.

8 Customize the attendee website. Click Website in the gray navigation bar, then Edit. To add a header, click on ... next to Header Image. Double click on a folder in the Media Library to open it, then select the image and click Insert.

You can also customize other aspects of the website, like the background color, button colors, and error colors. Adjust the color by entering a hex code in the text box or creating a custom color.

Determine if you want to display the website to all attendees, only attendees that the website visitor can request appointments with, or no attendees.

Lastly, configure your GDPR settings. Switch "Display a link to your privacy policy" to Yes if you'd like to add your own Privacy Policy above Cvent's on your event website. Then, enter the URL and link text.

Switch "Notify visitors that the attendee website uses cookies" to Yes to display a banner when visitors arrive at the website.

Click Save.


9 Launch your Appointment Event. Click Overview in the gray navigation bar. Click Launch Event. Click Launch Event again to confirm.

10 Send the Appointment Event Welcome email. Click Communication. Hover over the User-added image to the right of the Appointment Event Welcome email, and click Send to All. Click Confirm.

 
User-added image

Attendees will also automatically receive an email whenever they've been invited to or uninvited from an appointment. The requester gets an email once their appointment is accepted or declined. Everyone invited gets notified if the appointment is cancelled or changed. You can edit or deactivate these automatic emails or create your own.

11 Allow registrants to schedule appointments after registering, if applicable. If linking to a Registration event, add the option to schedule appointments to the Registration Confirmation page.

Open your Registration event. Hover over Website & Registration and, under Registration, click Registration Settings.

Click the rightmost tab, Confirmation, then Edit. Under the My Registration Page section, click Add Action... .

Check the box next to Schedule Appointments, then click OK.

Click Save.


 

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
From hosted buyer programs to informal sit-downs, you decide who can meet with whom, where, and when. Your attendees will then use a mobile-responsive site to send, accept, decline, and modify meeting requests.
 
NOTE: Using the Networking feature for Event instead of Appointments? The steps are different. Click here to read them.
 
User-added image
 
1 Create an appointment event. Each "appointment event" comes with its own mobile-friendly website where attendees can schedule meetings and view their schedules. If you're planning a conference in Chicago and a tradeshow in Vegas, you would create an appointment event for each.

Under Solutions at the top of the page, select Appointments. Click Create Appointment Event.

If you're using Event Management, you can select Link to an existing Registration Event and click the ellipsis (...) in the field that appears.
Otherwise, name the appointment event. This displays at the top of your website.
 
NOTE: Only one appointment event can be linked to a registration event. 

Want to make sure that all attendees show as busy during an important Keynote session? Once an event is linked, you'll have the ability to select which sessions will show registered attendees as Busy during appointment scheduling. Check off the sessions you want to block.
 
User-added image

In the When section, set the time zone to match the location where most of the meetings will take place. Select the date and time range for when time slots can be booked.

In the Event Planner section, enter the planner's first and last name. This will appear by default in the From Name field of appointment emails by way of data tags.
 
NOTE: You can change anything you've added with the wizard later in Appointments > Event Details > General > Event Information.

Click Save.

2 Add locations, if necessary. While not required, you can assign rooms or spaces to the time slots attendees can book. This will also let you limit how many people can meet during a particular time slot.

Hover over Event Details and, under Setup, click Locations. Click Create Location.

Give the location a name. Only you will see this. The Display Name appears when attendees are choosing which time slot to book.

Prevent attendees from packing a small space with too many bodies by clicking Limit the capacity of each appointment. In the field that appears, enter the number of people the room can hold. 

If applicable, limit the number of meetings that take place in this location for the entire event in the "Maximum appointments per location" field.

Click Save. Repeat these steps until you've added all your locations.


3 Add attendees. Once you've added attendees, they can send meeting invites from their personal appointment scheduler. If you've linked to Event Management registration, anyone who has registered will automatically appear here.
 
User-added image

If you have not linked to a registration event, hover over Attendee Management and, under Manage, click Attendees. You can quick add attendees from the Address Book, or import them in bulk. To add an attendee individually, hover over Add and click Add from Address Book. Select the attendee and click Add. Too add attendees in bulk, click Import Attendees, then follow the steps for importing contacts. .

4 Group attendees individually. When you organize attendees into groups, such as exhibitors, VIPs, or students, you can apply different rules to each. For example, you can limit exhibitors to five appointments max, prevent VIPs from getting meeting requests, or institute a 10-person limit for meetings among students. You can also set up a group assignment to group attendees automatically based on a rule you create. 

 
NOTE: Every event must have at least one group and all attendees must be part of a group unless you're scheduling appointments for them. An attendee can belong to multiple groups, but it's recommended that they exist in only one. 

Hover over Attendee Management and, under Manage, click Groups.

Click Create Group. Name the group and give it a description, for your reference. Attendees won't know they are part of a group. If linking to an existing Registration event, make each registration type a group.

Under Available Attendees, check the boxes beside those you want in the group. On the right, click Add x attendees ("x" is the number you selected).

 
User-added image

They will now be listed in the Group Members box on the right. Click Save.

If you have not linked this event to an existing Registration event, click the neighboring tab, Permissions, then click Edit. If you want group members to be able to create new attendees on their own from the attendee website, switch "Group members can create attendees when scheduling appointments" to Yes. Then select which group the new attendees should be added to. They will also be added as contacts in your address book.

Want to prevent group members from double-booking themselves? Click the dropdown next to "Maximum bookings each group member can have at the same time" and select 1. Or, determine how many bookings each group member should not exceed by selecting the number from the dropdown. Click Save.

To quickly add attendees to a group later, go to Attendee Management > Attendees, filter the list (see screenshot below), and follow these instructions.

 
User-added image

Or group attendees automatically. Hover over Attendee Management and, under Setup, click Group Assignment. Click Edit, then click Create Rule. Click Add Condition, then select a registration type, admission item, email address, title, company, or custom contact field from the "If" dropdown.

A new dropdown for the operator will appear. Select the option from the dropdown, then enter a value in the next text field that displays. If necessary, add another condition on top of the one you just created.

Click on the dropdown next to "Then add attendees to this group," and select which group these attendees should be automatically added to. Click Save.

 
User-added image

5 Create appointment types, if necessary. Whether product demos, happy hours, or business lunches, set aside time slots for different purposes by adding appointment types. You can later limit when and how many of each type can be scheduled, and who can do the scheduling.

Hover over Event Details and, under Setup, click Appointment Types.
 
NOTE: You can change the name of the "Event Appointment" or delete it once you've added another appointment type.

Click Create Appointment Type. Give it a name and consider adding a description.

Choose whether all attendees or just you (and other Cvent users) can select this option when scheduling an appointment. 

Then determine if you want requesters to choose from only the specified time slots to set available times and durations, or if you want to allow requesters to book any time and duration that falls within the specified time slot.

Click Save.


6 Add scheduling rules, if necessary. Limit who can make appointments with whom, and how many, by setting up rules based on the group and appointment type.

Hover over Event Details and, under Setup, click Schedule Rules.

All your appointment types and groups will be listed. Click Edit.

Your options are:

 
  • Requesters - Uncheck the box to prevent the group from sending meeting invites for this appointment type.
  • Requestees - Uncheck the box to prevent the group from receiving meeting requests for this appointment type.
  • In-Group Requests - Uncheck the box to prevent the group from meeting with other members in the group.
  • Appts. per Group Member - Limit each group member to a minimum or maximum number of appointments for this event. 
  • Group Members per Appt. - Set a threshold for how many people in this group can meet at once.

Once you're done, click Save.

7 Create time slots. When attendees are scheduling an appointment, they'll select from a list of time slots available based on the group they're part of and the appointment type they've chosen. Want to allow attendees to designate their own meeting times within a broad timeframe? Configure this setting within the appointment type.

To add time slots,
hover over Event Details and, under Setup, click Time Slots.

Click Create Time Slot.

Select an appointment type from the dropdown.

If you have multiple, back-to-back time slots with the same duration, you can add them all at once. Select the date and time the first time slot starts until the last one ends. For example, four 30-minute time slots could start at 2 p.m. and end at 4 p.m. If you're adding a single time slot, the range would be from 2-2:30 p.m. 

Specify the "interval." This includes the meeting time, plus the time it takes to transition to the next meeting, called "passing time." In the above example, the interval would be 30 minutes. If you allowed a passing time of 5 minutes, attendees would have 25 minutes to meet. 

 
User-added image

If applicable, click Add Locations. Select a room, then click Apply.

Click Save.

 
NOTE: You cannot edit a time slot once it's been booked.

8 Customize the attendee website. Click Website in the gray navigation bar, then Edit. To add a header, click on ... next to Header Image. Double click on a folder in the Media Library to open it, then select the image and click Insert.

You can also customize other aspects of the website, like the background color, button colors, and error colors. Adjust the color by entering a hex code in the text box or creating a custom color.

Determine if you want to display the website to all attendees, only attendees that the website visitor can request appointments with, or no attendees.

Lastly, configure your GDPR settings. Switch "Display a link to your privacy policy" to Yes if you'd like to add your own Privacy Policy above Cvent's on your event website. Then, enter the URL and link text.

Switch "Notify visitors that the attendee website uses cookies" to Yes to display a banner when visitors arrive at the website.

Click Save.


9 Launch your Appointment Event. Click Overview in the gray navigation bar. Click Launch Event. Click Launch Event again to confirm.

10 Send the Appointment Event Welcome email. Click Communication. Hover over the User-added image to the right of the Appointment Event Welcome email, and click Send to All. Click Confirm.

 
User-added image

Attendees will also automatically receive an email whenever they've been invited to or uninvited from an appointment. The requester gets an email once their appointment is accepted or declined. Everyone invited gets notified if the appointment is cancelled or changed. You can edit or deactivate these automatic emails or create your own.

11 Allow registrants to schedule appointments after registering, if applicable. If linking to a Registration event, add the option to schedule appointments to the Registration Confirmation page.

Open your Registration event. Hover over Website & Registration and, under Registration, click Registration Settings.

Click the rightmost tab, Confirmation, then Edit. Under the My Registration Page section, click Add Action... .

Check the box next to Schedule Appointments, then click OK.

Click Save.


 

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?

What can we do to make it better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.