In this article:

• Where is it?
• Setting up multiple diaries
• Enabling multiple diaries for a participant
• Scheduling concurrent meetings
• What the participant sees

Where is it?

Once you’ve enabled multiple diaries for your event, you’ll administer them from the Company List and/or Attendee List:

You can use Multiple Diaries for either type of participant, or both.

(Back to top)

Setting up multiple diaries

To enable multiple diaries for your event, you’ll update the Admin version of your registration form. We’ll show how to update the Company form here, but the process is the same for the Attendee form.

Step 1. Head to the Configure tab. Choose Form Layout, then Company, then Edit Form:

If you’re updating the Attendee form, choose the Attendee option instead.

Step 2. Use the Form Version menu to choose Admin:

Step 3. Head to the bottom right corner and click the Add Field button. Choose Number Diaries from the list:

Step 4. You’ll need this field to be visible only in your Admin view of the form. Uncheck the box and click Save:

How MeetMax changes your Company Rep settings

When you add the Number Diaries field for Companies, MeetMax automatically updates all Company Reps. Reps will no longer be automatically added to all of their Company’s 1x1 meetings.

We do this so that when you have concurrent meetings, you can assign different Reps to each one. See below for more details.

Any time there’s only one meeting in a time slot, we’ll automatically assign all Reps to it. (We always take everyone’s blackout times into account, of course.)

(Back to top)

Enabling multiple diaries for a participant

Step 1. Head to the Company List or Attendee List - depending on the role you’re working with:

 

Step 2. Filter the list to find the participant you want to update. Then use the Action menu and choose Contact:

Step 3. You’ll now see the Admin version of this participant’s registration form. The Number Diaries field you just added is visible.

Add a number here to indicate how many concurrent meetings this Company can schedule:

If you want any participant to only have one meeting at a time, leave this field blank.

Step 4. Don’t forget to click Save!

(Back to top)

Scheduling concurrent meetings

Now that we’ve given this Company two diaries, we can schedule two meetings in the same time slot.

Step 1. Head to their Meeting Times page to get started:

Step 2. Click on the tab for the event day you want to schedule. Then, schedule the first meeting as you normally would:

Your Admin team can use the Add Note button at the top of this page to post internal notes and reminders. This is a great spot to remind your team which participants are using multiple diaries. Learn more here.

Step 3. Now, choose a meeting request to schedule for the second meeting in this time slot. Notice how the Schedule button changes?

Step 4. You now have two options:

   :• Click on the Schedule button to add another participant to the original meeting.

   :• Click on the + symbol to schedule the concurrent meeting:

Step 5. Time now to add a location. If you’re scheduling for a Company, you might want to assign some Company Reps to each meeting.

Click the Edit button for either meeting to get started:

Step 6. Choose a location, then choose which of the Company Reps will handle this meeting. Click Submit to save:

Notice how one of the Company Reps is greyed out here? This person has no availability for this time slot.

Step 7. Click the Edit button for the other meeting and assign a location.

See how the Company Rep you assigned to the other meeting is greyed out here? You can choose any available Reps for this meeting:

Step 8. You’ll now see these details in the Meeting Times page:

(Back to top)

What the participant sees

You can preview the participant’s schedule any time by clicking the Your Schedule tab:

Concurrent meetings show up with all of their details, as shown below: