User Scenarios:
Every attendee can send meeting requests to other attendees.
We give you a brief overview of all the Meeting requests scenarios. How a Host can send Meeting Requests and how a Guest can handle meeting requests.
Overview Meeting requests scenarios:
Below an overview of all Meeting requests scenarios.
Host and Guest
An attendee who sends a meeting request is the Host. An attendee who receives a meeting request is the Guest.
Starting points
There are 3 different starting points to send and receive meeting requests; Attendees, Agenda and Meeting requests.
A - Attendees:
Go to Attendees > Registered attendees > Company details
Notice that after finding an attendee who matches the criteria, the agenda shows when the Host AND Guest are available.
B - My agenda:
Go to My agenda > New meeting request
Notice that after selecting a time slot, a list of available attendees is shown.
C - Meeting requests:
Go to My agenda > Pending meeting requests
Notice that the list with Pending meeting requests makes it easy to handle more than one meeting request at the same time..
1 - Request a meeting:
You can send meeting requests with all the information you want to share. Meeting rooms or tables can be reserved atuomatically. You can propose your own location for the meeting (e.g. the registration desk of cofee corner).
2 - Withdraw a meeting:
The person who send the meeting request (Host) can withdraw a meeting requests before the Guest handled the request.
3 - Let attendee schedule:
The are two reasons why you want to let the Guest plan the meeting. You want the Guest to pick a time slot for the meeting. Or you are out of credits.
Credits can be used to limit the amount of requests you can send or meetings you can plan. When you have no more credits left, you can ask the Guest to use his credits to plan the meeting.
The Guest receives a message and can suggest a time slot for the meeting. Next you receive the meeting request and you can accept it.
4 - Accept:
When you accept a meeting request the meeting will be confirmed and a meeting place reserved.
5 - Suggest other time block:
When you receive a meeting request from someone you want to meet but .... you want to meet at another time, you can suggest an other time block.
After you pick another time block, the Host receives your suggestion and can accept it.
6 - Reject:
When you reject a meeting request, you can send a personal message to explain why.
7 - N Hosts request meetings on same time block:
What to do when you receive more than one meeting request ont the same time block? You accept one of them. All other open requests on this time block will be declined.
8 - Reschedule:
It doesn't matter if you are the Host or Guest of a Confirmed meeting. You always can reschedule this meeting.
9 - Cancel:
It doesn't matter if you are the Host or Guest of a Confirmed meeting. You always can cancel this meeting. You can send a personal message with your cancellation.
10 - Message:
Your matchmaker (the person who helps you to match with other attendees) can send you a message.
11 - Suggest a meeting:
Your matchmaker (the person who helps you to match with other attendees) can suggest to meet with an attendee.
12 - Act on behalf of user:
If you need support from your matchmaker, or you want the matchmaker to send meeting requests and plan meetings on your behalf, you can ask him to Act on your behalf. This means that, with your permission, the matchmaker gets access to your Attendee Dashboard.