Organizers can enable the Meetup function so that attendees can schedule a meetup with other attendees.

Reminder:

•  Organizers need to turn on the Meetup function so attendees can enable meet-up and edit their available schedule on the meet-up edit page.
  
• If the organizer updates the event start time or end time,
• All attendee meet-up status will be off automatically and the updates attendees made on the meetup edit page will resume to the original set-up
  
• All scheduled appointment timeslot will be released to the attendee's meet-up schedule.
  
• Please contact your project manager via email at help@eventx.io if the event time needs to be changed, then our team will retrieve the booked appointment records
  
• The default duration for each appointment is 30 minutes. If you want to change the duration, please contact your project manager via email at help@eventx.io.
• The Meetup can only be scheduled and be held during the event hosting period.
• All the time slots will be pre-selected by default for booking the appointment 
• The appointment cannot be cancelled less than 2 hours before the meeting.
  

How to Enable Meetup Function on Organizer Side

Step 1: Go to the “Event Settings” and "General Settings” tab, then toggle on the meet-up under In-event Interaction.

Step 2:  Please remember to click "Save" after making the update.

How to Enable Meetup Function on Attendee Side

When the organizer enables Meetup function for the event, attendees can turn on Meetup Status. Before scheduling a meetup with other participants, please make sure the attendees have enabled the Meetup function.

Step 1: Go to “Settings” and click “Account Information”.

Step 2: It will direct to User Profile, then click “Meetup Settings”. 

Step 3: Toggle on the Meetup Status.

Step 4: Attendees may edit their available dates and time slots by clicking on the “Open Meetup”.

Step 5: It will direct to the My Agenda page after clicking "Open Meetup". To edit the meetup details, click on 'Manage my schedule' .

Then click 'Edit'

Step 6: You can edit the following information:
- Name
- Email
- Self- introduction
- Timezone
-Available time slots

Click SAVE after making changes.

Step 7: After clicking on the date, attendees may select the available time slots for scheduling a meet-up. Attendees can click "Clear All" to unselect all the time slot for the specific date.

Step 8: After updating the available time slots, click the "Apply" button to apply the time slot changes.

Step 9: Click the save button to save the changes of meet-up availability.

How to schedule a meetup with attendees?

Step 1: Click on the “People list” and find the people you want to  Meetup with.

Step 2: There is a Schedule logo on the right-hand side of the attendee name.

If the participant did not turn on the meetup status, attendees will not able to schedule meet up with them. There will be an alert "Meetup is disabled by the participant" when the attendee hovers the participant's Schedule icon on the people list.

The participant profile will show a dimmed Schedule button if he/she did not turn on the meetup status.

If the participant turned on the Meetup status, the attendee can click the schedule button to book an appointment. 

There will be a schedule button in the participant profile for booking an appointment. 

Step 3: After clicking the Schedule button, the attendee's meet-up link will open in a new tab.

Step 4: The inviter can select the date and time slot to book the invitee's meet-up schedule, then click "Confirm" to process the next step.

Step 5: The inviter will need to fill in the full name, email and company while notes for the meeting can also be added before clicking "Schedule Appointment".

Step 6:  After clicking "Schedule Appointment", the appointment will be sent to the invitee for confirmation. The page will show the appointment details, including the meetup date and time, Add to Google Calendar and Add to iCal/Outlook.

Inviter can click "Cancel Appointment" to cancel the meetup schedule with the cancellation reason.

Inviter can click "Go to my appointments" to view all the appointments booked.

After the meet-up schedule is confirmed successful, the inviter and invitee will both receive a confirmation email.

Inviter's confirmation email:

Invitee's confirmation email:

The invitee must click 'Response to invitation' 

All confirmed meeting can be view on My Appointment page, there will not be additional reminder email being sent from the platform.

Rejected Appointments by Invitee 

After the invitee clicks Reject, he/she will see this message

Inviter will receive an email notification informing of the rejected appointment

How to join a meetup during the scheduled appointment? 

There are 2 ways to join the meet-up during the scheduled appointment:

1. (i) Click the link from the email confirmation 

       Click the Join button to enter the meeting room

   (ii) After clicking Join, the attendee will be brought to the meeting room

2. Another way to join the meeting is by visiting My Appointments page

(i) On the Event site go to Settings, then click Account information and go to Open Meet Up

(ii) Under My Appointment, go to the Confirmed tab to find the meeting link for upcoming meetings.

(iii) After clicking the Meeting link, the meeting room window loads, just click JOIN

How to cancel a scheduled meetup?

Inviter and invitee have two methods to cancel scheduled Meetup.

Method 1: Cancel the scheduled Meetup through a confirmation email.

Step 1: After being scheduled for a Meetup, the inviter and invitee may receive a confirmation email with the "Cancel Appointment" button.

Step 2: After clicking "Cancel Appointment", you will be directed to the invitee's meetup cancel page.

Step 3: It is required to fill in the reason for cancellation and click "Cancel Appointment".

Step 4: The attendee will receive the cancellation appointment details and cancellation email.

Cancellation Message:

Cancellation Email

Method 2: Cancel the scheduled Meetup through the My Appointment page from the Account information on the Event site.

Step 1: On the Event site go to Settings, then click Account information and go to Open Meet Up

Step 2: After clicking Open meet up, My appointment page is loaded. Attendees may cancel bookings/invitations under the confirmed tab.

Step 3: After clicking "Cancel Appointment", Confirmation box pops out, click confirm. Invitee is required to fill in the reason for cancellation and click "Cancel Appointment".

NOTE: Cancellation can only be made 2 hours before the scheduled meet up. 

Step 4: The inviter will receive the cancellation message. A cancellation email will be sent to Inviter and Invitee.

Cancellation Message:

How to import pre-arranged appointment?

We can share with you the excel template to input all the pre-arranged appointment, and import to the system. Please contact with us for the excel template.