📱Appointments (App)

How to set up appointment opportunities

Follow the steps listed below to create appointment rooms and appointment slots to allow users to make appointments.

1. Create an appointment room

An appointment room creates a place where you can create multiple timeslots that users can book to meet up together. There’s two types of appointment rooms

• Networking table: this is a spot where only one appointment timeslot at a time can be booked.

• Meeting point: this is a bigger area where an unlimited amount of appointment slots can be booked at the same time. The appointment slots are created and shown in the app automatically based on the duration of the event program.

If you want multiple simultaneous appointment timeslots, you can choose to create multiple networking tables or to create a meeting room by checking the box ‘Is a meeting point’.

1. Open the Admin Panel

2. Go to ‘Appointments’

3. Click ‘Add new appointment room’

4. Name the appointment room in such a way that it's clear where the appointment room is

5. Select the ‘table type’

   1. Active: Appointments can be made in this room

   2. Template: A timeslot created in a template appointment room won't show in the app. You can use it as a placeholder if you want to duplicate the session multiple times for instance.

   3. Inactive: No appointments can be made here

6. Connect the appointment room to a location (optional). If you haven’t added locations yet, you can do so by going to Content > Locations > New location. You can connect the location to the floorplan if you wish to.

7. Check ‘Is meeting point’ if you to create a meeting point, which has the possibility of having multiple appointment slots in this room at the same time

8. Click ‘Save changes’

2. Create timeslots in the appointment room

For meeting points, there is no need to create timeslots since these will be automatically generated based on the program of the event and the length of default appointment slots. You can change the length of the appointment slots in the Appointment settings under Settings > App settings > Networking bubble > Length of the default appointment slots.

For networking tables, you as the organiser need to create appointment timeslots. You can do so by following the next steps in the admin panel:

1. Click ‘Appointments’ to go to the Appointment overview

2. Click the networking table you want to add timeslots to

3. Click and drag to create a timeslot

4. Click on the timeslot to edit it if necessary

5. The timeslot has now been created

Managing appointment slots

You can make adjustments to the appointment slots that you have created. This includes; adjusting the start / end time of the appointment slot and pre-assigning a slot to a specific company or user(s).

Edit the start / end time of an appointment slot

You can edit the start / end time of an appointment slot by completing the following steps:

1. Go to the 'Appointments overview'

2. Click on the relevant timeslot

3. Change the date and time of the slot in the relevant field

4. Click on 'Save changes'.

Delete a time slot

1. Click on the appointment room

2. Click on the X symbol next to the relevant timeslot

Pre-assigning users to appointment slots

You can pre-assign timeslots to specific users either individually or in bulk by completing the steps listed below:

1. Open the relevant appointment room

2. Click on the relevant timeslot

3. Under the section 'Who meets on this location' set the First and Second users

Pre-assigning companies to appointment slots

You can pre-assign timeslots to specific companies either individually or in bulk by completing the steps listed below:

1. Open the relevant appointment room

2. Click on the relevant timeslot

3. Under the section 'Who owns this slot?' select the relevant company name in the 'Owner company' field

4. You can also add a specific 'Owner user' if you would like

Bulk edit appointment

There are many ways you can speed up the process of creating, editing and deleting your appointment rooms within the admin panel. From the appointment overview page if you click on the green side menu icon next to an appointment table you are given the options listed and described below:

Edit slots of this appointment room: Opens the specific appointment room and allows you to create timeslots Edit appointment room details: Allows you to change the appointment room name

Duplicate appointment room: Makes a single duplicate of the appointment room and any timeslots already created within it

Make multiple copies of appointment room: This allows you to choose how many times you want to duplicate your appointment room

Duplicate special: Allows you to make a duplicate of the appointment room and timeslots automatically for all users with a selected tag of your choice

Change all slots on this day: This allows you to change the ownership of all timeslots of the day

Change all slots of this room: Allows you to change the ownership of all timeslots of the room

Delete appointment room: This will delete the appointment room and all of the timeslots created

Delete all appointment rooms: Deletes all appointment rooms and timeslots of the entire event

In-app behaviour

Here is an overview of options users can configure within the appointment section of the app. This includes managing their availability, setting preferred time slots, responding to meeting requests and viewing scheduled appointments.

How can users make appointments in the app

Users can make appointments directly within the app with fellow attendees and/or exhibitors at the event. Appointments can be booked as followed:

1. Opening the specific users' or exhibitors' page

2. Click on 'Request appointment'

3. Select the person from the company you want to schedule an appointment with

4. Select the desired date

5. Select an appointment room

6. Select a timeslot

7. Click 'Save'

Users can also go to the 'appointments' navigation item in the app.

1. Click on the + icon

2. Select if you want to add a break, an appointment with a company or an appointment with another attendee

3. Select the desired company or attendee

4. Select a date

5. Select a timeslot

6. Add a personal text to the invitation if desired

7. Click the check icon

Appointment breaks

Users can schedule breaks to avoid a fully booked day and ensure they have time for other activities during the event. Appointment breaks prevent others from booking meetings with that user during the break period.