Configuring an Appointment Event for Universal Appointments

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Once you've created your appointment event, you'll want to configure these settings for use with Universal Appointments.

Adding Appointment Locations
Locations are pre-determined areas at your event that will be available to book when creating appointments. For Universal Appointments events, this usually includes the Main Lobby, Private Meeting Room, Booth, etc.
 

Adding Appointment Locations


1 Access the Create Location page. To add appointment locations, hover over Event Details and, under Setup, click Locations. Click Create Location.

2 Add your location. Give the location a name. Only you will see this. The Display Name appears when staff 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.

Create Tables

Enter the number of tables and capacity per table, then click Create.

Tables Form

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

Registering Your Staff
Your onsite staff members must be added to your appointment event before they can manage their appointments. 
 
1 Access the attendee list. Begin by selecting your Universal Appointment event. Hover over Attendee Management and, under Manage, click Attendees. You can quickly add attendees from the Address Book, or import them in bulk.

2 Add your attendees individually. To add staff members individually, hover over Add and click Add from Address Book. Check the box next to the staff member and click Add. Then click Confirm. When you're done, click Close to return to the attendee list.

Or, import your attendees in bulk. To import staff members in bulk, click Import Attendees, then follow these steps for importing contacts.


Creating and Adding Attendees to Groups
 
Creating Groups

Groups allow you to segment the different types of people attending an appointment event. For Universal Appointment events, this allows you to segment the Staff from the Attendees. You can assign schedule rules to each group, providing a level of control over who can make appointments with whom.

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.

Follow these steps to add and assign attendees to groups.

Creating 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. For Universal Appointment events, this may include:
  • Booth Meeting (set 30-minute time slots attendees and hosts to meet at the exhibit hall booth)
  • Custom Meeting (open-ended time fields and custom locations for a 15-minute coffee break or lunch meeting)
  • Private Appointment (set specified time slots in private meeting rooms with your approval)
Creating Appointment Types

1 Access the Create Appointment Type page. To add and configure appointment types, hover over Event Details and, under Setup, click Appointment Types.

2 Create your appointment type. 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.

 
Displays To
 

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.
 
Time and Duration

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.
 
Marked as Busy

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.
 
Reserve Locations

Pick whether you want to approve all appointments of this appointment type or not.
 
Require Planner Approval

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.
 
Appointment Approval Email

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 Mike from OrangeCorp. Mike will see himself on the attendee list for the appointment and will not know that if anyone else from Cvent has also been invited. As the host of the appointment, Mary will be able to see all the names on the attendee list.
 
Hide Attendee List

In the Attendee Responses section, choose how attendees will respond to these appointment requests. For Universal Appointments, make sure Personal Calendar (Outlook, Gmail, etc.) is selected.
 
Response Method

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.


Adding Schedule Rules
Limit who can make appointments with whom, and how many, by setting up rules based on the attendee's group and appointment type.

1 Access the Edit Schedule Rules page. To add and enforce schedule rules, hover over Event Details and, under Setup, click Schedule Rules.

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


2 Set up your rules. For Universal Appointments, it's recommended that you keep the Staff settings as is. For appointments that may have multiple staff members participating, you will want to allow for In Group Requests. Then, make sure the Hosts box is unchecked for Attendees.

 
Edit Schedule Rules
 
Once you're done, click Save.
 
Creating 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.
 
Creating Time Slots
 
1 Access the Create Time Slots page. To add time slots, hover over Event Details and, under Setup, click Time Slots. Click Create Time Slots.

2 Add your 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.

 
Time Slots

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

Configuring Appointment Emails
When using Universal Appointments, you have the option to create your own unique emails sent when scheduling, canceling, declining, accepting, and updating appointments. Reference this article to configure your appointment emails.

Launching Your Event
Now that you've configured your Universal Appointments event, it's time to launch your event to open it to your attendees.

1 Go to the Overview page. Select your Universal Appointments event to navigate to the Overview page.


2 Launch your Universal Appointments event. From the Overview page, under Current Status, click Launch Event.
 
Launch Event

In the pop-up window that appears, click Launch Event again. Once your event is launched, all attendee calendars will count against your total contracted number of calendars.
 
 
NOTE: What's next? Once you've finished configuring your appointment event, follow these steps to create, schedule, and manage Universal Appointments.

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