How do I cancel a meeting and notify participants?
In this article:
Moderated meeting program
In a Moderated program, the event Admin handles all cancellations.
As Admin, you can cancel a meeting for:
- All participants
- Some participants, leaving the rest as originally scheduled
- Step 1. Head to either the Company List or the Attendee List page, depending on whose meeting you need to cancel:
- Step 2. Filter the list to locate the participant whose meeting you need to cancel.
- Then use the Action menu to choose Meeting Times:
- Step 3. Click on the tab for the date, and then find the meeting you need to cancel. Click the Cancel button:
- Step 4. You’ll see a pop up with all the cancellation details. There are several options here:
- • Attendees: You can click Select All to cancel everyone’s meeting. Or, you can check only those participants you want to remove, and the meeting will remain for everyone else.
- • Also remove all requests between attendees: By default, the original meeting request stays intact, so this meeting can be rescheduled later. If you’d rather cancel the request with the meeting, click Yes.
- • Reason/Note: These details are for internal tracking.
- • Send email: Choose Yes if you’d like all affected participants to get a cancellation notice (see below).
- Step 5. If you chose the email notification, all affected participants will get an email that looks something like this:
Viewing a canceled meeting
You can see the details of canceled meetings any time. Head to the Meetings tab, and choose Meetings:
Your Meetings List now has a Cancelled tab. Click this, and you can see all the meetings that have been canceled for your event:
Unmoderated meeting program
In an Unmoderated program, Attendees cancel their own meetings.
- Step 1. The Attendee logs into MeetMax and heads to the Meeting Requests tab.
- • If they originally requested the meeting, they’ll choose the Sent page.
- • If they originally received the meeting request, they’ll choose the Received page.
- Step 2. On either page, the Attendee sees all of their scheduled meetings. Each has a date and time link.
- The person canceling clicks that link, and then chooses the Cancel option:
- Received page view:
- Sent page view:
- Step 3. A pop-up then appears, where the person canceling can:
- • Choose a cancellation reason
- • Either delete the original meeting request, or leave it in place so another meeting can be scheduled
- • Add an optional personal note
- The person canceling then clicks Submit. MeetMax will notify participants by email and in their MeetMax Inboxes.
