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.

 
Create Appointment 
 
 
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, and you cannot change which event is associated once it's linked.

Give the event a description, if desired. Then, select an event type, if necessary. Your options include:
  • Planner Coordinated Appointments: Select this type if you've purchased the Investor Conference Appointments license. With this event type, attendees can indicate appointment preferences which display for the planner while they are making appointments on an attendee's behalf.
  • Standard Appointments: Select this type if you've purchased the Standard Appointments license. With this event type, attendees can manage their own schedules onsite, planners can make appointments on behalf of attendees, or a combination of the two.
  • Universal Appointments: Select this type if you've purchased the Universal Appointments license. With this event type, your staff members will manage other attendees' schedules onsite.

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.
 
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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 most details 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.


If you plan on allowing concurrent appointments in the same location, prevent attendees from packing a small space with too many bodies by clicking Create Tables. Enter the number of tables and capacity per table, then click Create.

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 schedule. If you've linked to Event Management registration, anyone who has registered will automatically appear here.
 
NOTE: Guests will not be added to your appointment event as attendees. If you want guests to be included, use Group Registration. Any new attendees created by group members will be registered for the event and also added to appointments.
 
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. To add attendees in bulk, click Import Attendees, then follow the steps for importing contacts.

4 Create your groups. 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.

Reference this article for detailed steps on adding and assigning attendees to groups.
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. 

5 Create appointment types. Whether you're organizing 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 default appointment type or delete it once you've added another.

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

In the Scheduling section, choose whether all attendees or just you (and other Cvent users) can select this option when scheduling an appointment. 

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

Choose whether you want to mark hosts as Busy if a request is unconfirmed, or if you want to allow hosts to still be invited to other appointments.

Then select whether or not you want to allow hosts to reserve locations without adding attendees. This allows
hosts to reserve locations in advance and then invite attendees at a later time.

If you're displaying exhibitor details in appointments, determine if you want to include exhibitor booth numbers in location names or not. If included, numbers will appear at the end of the location name, for example, Grand Ballroom, A-14.

Pick whether you want to approve all appointments of this appointment type or not. If you switch "Require planner approval for these appointments" to Yes, this will allow you to review the appointment details before requests are sent to attendees and time slots are reserved. Once you approve or deny the appointment, the host will be notified automatically via email. If you deny the appointment, hosts can then edit and resubmit it for approval.

 
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To limit an appointment's visibility by attendees' company, switch "Hide attendee list" to Yes. Now when an attendee views an appointment, they will only see the other attendees invited from their company. For example, Mary from Cvent requests an appointment with John and Jane from RSVPMe Events, and Mike from OrangeCorp. John and Jane will each be able to see that the other is an attendee for that appointment, but they will not see Mike. On the flip side, Mike will see himself on the attendee list for the appointment and will not know that John and Jane have also been invited. As the host of the appointment, Mary will be able to see all three names on the attendee list.

In the Attendee Responses section, choose how attendees will respond to these appointment requests. You can allow attendees to respond via the Attendee Website or their own Personal Calendar (Outlook, Gmail, etc.).


Then choose whether you want appointments to be automatically accepted for attendees. If you choose Yes, select which groups appointments should automatically be accepted for if they are created by attendees in these groups.

Finally, add any custom questions that you want to appear to hosts while they're creating appointments.

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:
  • Hosts - Uncheck the box to prevent hosts from sending meeting invites for this appointment type.
  • Attendees - Uncheck the box to prevent attendees 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 for this appointment type.
  • Appts. per Group Member - Limit each group member to a minimum or maximum number of appointments for this appointment type. 
 
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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 Slots.

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. 

 
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If applicable, click Add Locations. Select a room, then click Apply.
 
NOTE: If you've created tables for a location, select the location and time slots will automatically be created for all of the corresponding tables.

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

8 Customize the look and feel of the attendee's personal schedule. Click Website in the 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.

In the Attendee Settings section, determine if you want to allow attendees to manage their appointments. Then select whether you want to display the Directory 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 navigation bar. Click Launch Event. Click Launch Event again to confirm.
 
NOTE: Any appointments you've created before launching your event will not be deleted.
10 Send the Appointment Event Welcome email. In order for attendees to be able to access their personal schedule and start booking appointments, you'll need to send them the Welcome Email, which includes a link to access their website.

Click Emails in the top navigation bar, then click Appointment Event Emails. Hover over the User-added image to the right of the Welcome email, and click Send to All. Click Confirm.

 
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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.

 
NOTE: This feature is only available in Classic events.

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