Preparing Your Appointments Event for Attendee Hub

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

What can we do to make this article better?

What can we do to make this article 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
If you're using Attendee Hub, follow these setup steps in your Appointments event to prepare for virtual appointments within the Attendee Website and Event App.
NOTE: You'll still need to prepare your Flex event and Exhibitor Management Portal for Attendee Hub separately.

1 Ensure your Appointments event is linked to your event. To allow attendees to schedule appointments from the Attendee Website and Event App, your Appointments event must be linked with your existing event. You'll also need to make sure your event format is set to Virtual or Hybrid.
 
NOTE: To save time during the setup, first add your exhibitors' booth staff before creating your Appointment event.

Click the App Switcher Icon icon in the top-right, then select Appointments from the dropdown. Select your Appointments event.

From the left-hand navigation, under Event Details, click General, then Event Information. If you've linked the Appointments event, the associated event will appear in the Basic Information section.

 
Linked Registration Event

If you do not see an event linked here, you'll need to create a new Appointments event and link it to your existing event during the creation process. Make sure to choose "Standard Appointments" as the Event Type.

2 Turn off appointments for Attendee Hub, if desired. After you've created and linked your Appointments event, you can temporarily disable appointments for Attendee Hub. This allows you to setup, launch, and test your Appointments event before making the ability to create appointments available to attendees on your Attendee Website and Event App. To do so, access the Attendee Website and App Builder.

From the left-hand navigation, click Features. Next to Appointments, click the Kebab Icon icon, then select Turn feature off.

Turn Off Appointments Feature

Click Save features.

Exit the Attendee Website and App Builder. From the left-hand navigation, click Home. Scroll down to the Linked Applications section on the right, and click the name of your Appointment Event.

3 Create an attendee-specific appointment type. From the left-hand navigation, click Setup under Event Details, then Appointment Types.

Click Create Appointment Type and enter "Attendee Appointments" as the name.

Select Custom as the Category.

User-added image

In the Scheduling section, ensure "Displays to" is set to Planner and Attendees.

Click Save.

4 Create an exhibitor-specific appointment type. Repeat Step 3, but this time enter "Exhibitor Appointments" as the name.

 
NOTE: If you're using a third-party video conferencing software, in the Scheduling section, make sure to switch "Include exhibitor booth numbers in location names" to Yes. This ensures that the URL added to the "Event/Booth Location" field in each organization's Exhibitor Portal profile will appear within the appointments.
 
5 Add appointment groups. To limit who can create appointments and with who, first you'll need to add a group for Attendees. If add exhibitor booth staff before you created your Appointment event, a Booth Staff group will already be created. If the Booth Staff group isn't already created, make sure to add this group before continuing.

If your event allows attendees or booth staff to purchase access to appointments, you can create two additional groups, Attendees Without Appointments and Booth Staff Without Appointments. This gives you the ability to limit access to appointments for these additional groups accordingly.

6 Automate group assignment, if necessary. If you added exhibitor booth staff prior to creating your appointments event, they will be automatically added to the Booth Staff group. If you have different groups of booth staff, or if the Booth Staff group is not already present, follow these instructions to automatically assign attendees to groups.
User-added image
 
7 Add scheduling rules for attendees. Now you can add scheduling rules that limit who can create appointments.
 
Start by setting the rules for your Attendee Appointments. Beside the Attendees and Booth Staff groups, check the "Hosts" and "Attendees" boxes to allow registrants to attend and create appointments with booth staff and other attendees.

If you want to allow members of a particular group to include fellow group members in appointments they schedule, check the "In-Group Requests" box. For example, by checking "In-Group Requests" next to Attendees, this allows an attendee to include another attendee from their company in a meeting with a booth staff. 

User-added image

8 Add scheduling rules for exhibitors. Next you'll set the rules for your Exhibitor Appointments. If you want everyone to be able to schedule appointments with each other, check the "Hosts," and "Attendees" boxes in the Attendees and Booth Staff rows.

You'll also need to decide if members of a particular group can include fellow group members in appointments they schedule. For example, by checking "In-Group Requests" next to Booth Staff, an exhibitor can include another representative from their organization in a meeting with an attendee.

User-added image

Or, if you want to prevent exhibitors from scheduling their own appointments with attendees, only check the "Attendees" box in the Exhibitors row.

User-added image
 
Make sure to uncheck all of the boxes for any additional groups you've added.

Once you're done, click Save.
 
9 Create a virtual meeting location, if necessary. If you want to control how many virtual appointments can occur during a given time slot, you can do so by creating a virtual meeting location. From the left-hand navigation, under Event Details, click Setup, then Locations.

Click Create Location. Enter "Virtual Meeting" as the name. This same text will be automatically added in the Display Name field.

In the Configuration section, set "Add tables to this location" to No.

In the "Max appointments allowed at same time" field that appears, enter the number of appointments that can occur during each time slot.

Virtual Meeting Location
 
Click Save.
 
NOTE: If your event has virtual and in-person components, you'll still need to create a separate location for your onsite appointments.

10 Include passing time in time slots. Attendees will be allowed to join an appointment before the host, so add at least 5 minutes of passing time when creating your Attendee Appointments and Exhibitor Appointments time slots. This will give attendees and exhibitors time to wrap up their current meeting before the next one begins.

11 Enable appointments for Attendee Hub, if necessary. If you disabled appointments for Attendee Hub, you'll need to reactivate appointments once you're ready for attendees to start scheduling appointments from your Attendee Website and Event App. To do so, access the Attendee Website and App Builder.

From the left-hand navigation, click Features. Next to Appointments, click the Kebab Icon icon, then select Turn feature on.

Turn On Appointments Feature

Click Save features.
 

Did this article resolve your issue?

Yes
No

What can we do to make this article better?

What can we do to make this article 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 this article better?

Did this article resolve your issue?

What can we do to make this article 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 this article better?

Did this article resolve your issue?

What can we do to make this article 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 this article better?

Did this article resolve your issue?

What can we do to make this article 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 this article better?

Did this article resolve your issue?

What can we do to make this article 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 this article better?

Did this article resolve your issue?

What can we do to make this article 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.