In this article:

• Where is it?
• Option 1: Subscribing
• Option 2: Downloading
• What participants see
• What if the schedule changes?
• Optional: including cell phone numbers

Where is it?

Attendees and Companies can log into MeetMax, and go to the Your Schedule tab.

In the top right corner of that page, they’ll see the Export Calendar options:

MeetMax will export a read-only version of all the participant's 1x1 Meetings, Presentations, and Activities.

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Option 1: Subscribing

When your participants use this option, their personal calendar will stay up to date with any schedule changes in MeetMax.

Step 1. On the Your Schedule page, the Attendee or Company clicks Export Calendar. Then they’ll choose Subscribe:

Step 2. A pop-up appears. The participant then chooses their calendar application:

If the participant is using MeetMax on a mobile device, they’ll see only mobile calendar options here.

Step 3. Once they’ve chosen their calendar, the participant is prompted to finish creating the subscription in their calendar app.

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Option 2: Downloading

Some participants might prefer to download an .ics file of their schedule. The .ics file (sometimes called an iCal file) is a universal-format calendar file that can be imported to many calendar applications.

Step 1. On the Your Schedule page, the participant clicks Export Calendar. Then they’ll choose Download:

Step 2. The .ics calendar file then downloads to their computer.

Step 3. The participant then imports this file to their calendar application, following the app's recommended steps.

There are a number of variables here that can influence this process, including individual browser and calendar settings. Once a participant has downloaded the .ics file, they should consult their calendar provider about any import issues.

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What do participants see?

MeetMax sends all the relevant details of 1x1 meetings, presentations, and activities:

• Date and time
• Location
• Meeting participants
• Zoom link for virtual meetings

Here’s a sample export to an Apple Calendar:

Here’s a sample export to a Google Calendar. Clicking on a meeting reveals its details:

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Exporting a virtual meeting to your calendar

If your event has virtual meetings, the meeting room credentials will export along with the meeting:

What if the schedule changes?

• If a participant uses the Subscribe option, MeetMax automatically sends changes to the connected calendar. There’s nothing the participant needs to do - their calendar will always be up to date.
• If the participant uses the Download option, that downloaded file can’t be updated. If the participant’s schedule changes in MeetMax, they’d need to download another .ics file and re-import it to their calendar.

Optional: Including cell phone numbers

You might want to give meeting participants the ability to text or call each other to coordinate on-site.  You can enable calendar subscriptions and downloads to include cell phone numbers.

Obviously, this means that you’re sharing some personal information. So in your event registration, you’ll want to make it clear what would be shared, and give your participants a way to opt out. (More on this below)

Step 1. Head to the Configure tab. Choose Meeting Settings, then General Settings:

Step 2. On the Settings page, scroll to the bottom.

Under Include Attendee cellphones in calendar export, choose Yes. Then click Save:

Step 3. Now, head to the Attendee Form Editor. Learn more about editing registration forms here.

Step 4. If you haven’t already, add the Cellphone field to the form. Be sure to click Save:

Step 5. Next, we need to add some settings to this field. Click the Edit icon to get started:

Step 6. In the field settings:

  • Set the Validation Type to Telephone. (This requires Attendees to enter valid phone numbers.)

  • Add a Hint, explaining that this information will be shared.

  • Click Submit.

We recommend keeping this field optional in your registration form. That way, Attendees can choose whether to share their information.

With these settings in place, Attendees who opt in will have their cell numbers appear in calendar exports:

. This information is only seen by the people who are scheduled to meet with the Attendee.