In this article:
- Where is it?
- Enabling joinable group meetings
- Creating a joinable group meeting
- What the Attendee sees
- Approving a sign-up (optional)
- Adding more Attendees to a joinable group meeting
Where is it?
Once you’ve enabled this meeting type, you’ll administer joinable group meetings from the Company List:
Filter the list to the Company hosting the meeting. Then use the Action menu to choose Meeting Times:
| This is a unique type of meeting that gives Attendees sign-up access. As an Admin, you can also add multiple Attendees to a meeting yourself. |
Enabling joinable group meetings
To make this type of meeting part of your event, head to the Configure tab. Choose Meeting Settings, then General Settings:
Under Enable joinable group meetings, choose Yes:
Scroll down and click the Save button:
Creating a joinable group meeting
First, you’ll set up some general types of group meetings for your event. Then you'll use those to schedule the specific sessions.
- Step 1. Head to the Configure tab and choose Meeting Settings.
- Now that you’ve enabled joinable group meetings, you’ll have a new option: Group Meeting Types:
- Step 2. Enter the name of the type of meeting, and click Save/Submit. In this example, we’ll set up two types of joinable group meetings:
- Step 3. Now that we’ve created these meeting types, they’ll be usable on each Company's Meeting Times page.
- To see this, head to the Company List:
- Filter the list to find the Company who’ll host one of these meetings. Then use the Action menu to choose Meeting Times:
- Step 4. In the left column, click on the Misc segment. That will display all of your joinable group meeting options:
-
The Non-Attendee Slot is a miscellaneous meeting type you can use for things like coffee meetings, calls, and other gatherings that don’t fit your meeting program. - Step 5. Choose the meeting type you want, and then find the time you want to schedule it. Click the Schedule At button:
- Step 6. In the pop-up, you can add all the specifics of this meeting. See the details below:
- • Label: Enter the name of the hosting Company and any other specifics you need.
- • Location: The menu displays available locations for you to choose from.
- • Require Approval: Choose Yes if you want to approve each Attendee who signs up. If it’s fine for any Attendee to sign up, choose No.
- • Maximum Attendees: You can enter any number here, or leave it blank for unlimited sign-ups. It’s usually wise to consider the seating capacity of your location.
- Click Submit to save the meeting.
- Step 7. This joinable group session is now listed on the Company’s meeting schedule. You can edit or delete this meeting like you would any other meeting:
What the Attendee sees
When an Attendee logs into MeetMax, they’ll head to the Meeting Requests tab and proceed with requesting meetings.
In this example, Bank of Colorado has a joinable Sponsor Lunch available. Mary Adams will see this option as she requests a 1x1 meeting with them:
| This page will be branded for your event, and contain the menu options you’ve enabled. |
When Mary clicks the Request button, she sees a pop-up to enter her interest level, reason for requesting, and any other details your event is set up to capture.
In this pop-up, she’ll also see the option to join the group meeting instead:
- If Mary clicks Yes, she’ll sign up for the group session instead of requesting a 1x1 meeting.
- If she clicks No, she’ll request a 1x1 meeting instead of the group session.
If Mary chooses the group session, her Meeting Requests page will reflect this:
If you’re using the Require Approval setting for this meeting, it won’t appear on Mary’s schedule until the Company approves the sign-up. See the section below for details.
| If you prefer, you can bypass this sign-up process, and manually add Attendees to these group meetings instead. To do this, you'd enable joinable group meetings for your event, and then create the meetings themselves as shown in the above sections. Then, return to the Configure tab and disable joinable group meetings for the event. That turns off the sign-up step for Attendees, but you can still add people to the meetings from your Admin view. |
Approving a sign-up (optional)
If you’ve enabled Require Approval for a joinable group meeting, then each Attendee who signs up must be approved:
The Company hosting the meeting can do this, or you can as an event Admin.
Company approvals
When the Company logs into MeetMax, they’ll go to the Meeting Requests tab. There, they can approve or decline this sign-up:
Admin approvals
You can also approve sign-ups from your Admin account. Head to the Company List, and filter it to locate the company you need to enter an approval for.
Then, use the Action menu and choose Meeting Requests Received:
You’ll then see the same Meeting Requests view the Company sees, here in your Admin account. You'll have access to approve meeting sign-ups:
Adding more Attendees to a joinable group meeting
Once you’ve scheduled a joinable group meeting, you can add more Attendees to it from your admin view.
- Step 1. Click the Edit icon to get started:
- Step 2. In the meeting details, head to the top right corner and click Add Attendee.
- Step 3. Start typing the first, last, or company name of the Attendee you want to add. Click on their name.
- Step 4. You’ll then be prompted to re-select the meeting location, and you can choose whether to send this new participant an email notification:
-
If you're using the approval option for this meeting, any participants you add from your Admin account are approved automatically.
