In this article:

• Where is it?
• Why is this useful?
• Auto-assigning meeting locations randomly
• Auto-assigning meeting locations from reservations
• Using the Assign Locations button

Where is it?

For these automation tools, you’ll head to the Company List:

Filter the list to locate a Company. Then use the Action menu to choose Meeting Times:

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Why is this useful?

By default in MeetMax, meeting creation happens in two steps: first you schedule it, then you assign its location. That method is useful when you want complete control over your 1x1 meetings.

For some events, however, you might want to combine those steps - as you create each meeting, it’s automatically given a location.

We’ll cover three options here:

• Assigning meeting locations at random from your inventory of locations
• Reserving locations for specific Companies, and then assigning meeting locations from those reservations
• Assigning locations in bulk, either randomly or from reservations

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Auto-assigning meeting locations randomly

This process works well if your meeting locations are close together, and you don’t need to be particular about where meetings are placed.

Before using this process, be sure you’ve added or imported your meeting locations to MeetMax. They should be set as Open.

Step 1. To enable this option for your event, head to the Configure tab. Choose Meeting Settings, then General Settings:

Step 2. Under Automatically assign room to meeting when confirmed, choose Yes:

Step 3. Scroll down and click Save:

Step 4. Now, head to the Company List:

Filter the list to locate a Company you need to schedule meetings for. Then use the Action menu to choose Meeting Times:

Step 5. On the Meeting Times page, you can either schedule meetings from meeting requests or create meetings from scratch.

As you add each meeting, MeetMax will automatically assign an available location:

MeetMax will try to place meetings in the same location as much as possible, unless there’s a schedule conflict.

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Auto-assigning meeting locations from reservations

For some events, you might want to reserve meeting locations, so each one is only used by one Company. If you do that, MeetMax can then assign locations to meetings using those reservations.

Before using this process, be sure you’ve added or imported your meeting locations. They should be set as Reservable.

Step 1. To enable this option for your event, head to the Configure tab. Choose Meeting Settings, then General Settings:

Step 2. We’ll enable two settings here:

• Under Automatically assign room to meeting when confirmed, choose Yes

• Under Require the availability of a reserved room for meeting creation, choose Yes

Step 3. Scroll down and click Save:

Step 4. Now, head to the Company List:

Step 5. Filter the list to find a Company you need to schedule meetings fo. Then use the Action menu to choose Meeting Times:

On the Meeting Times page, you can either schedule meetings from meeting requests or create meetings from scratch.

As you add each meeting, MeetMax will automatically assign the Company’s reserved location:

If there are any scheduling conflicts, MeetMax will create the meeting, but won’t assign the reserved location. You can then edit the meeting to assign another location manually.

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Using the Assign Locations button

In the Meeting Times page for any Company, you’ll see an Assign Location button in the top right corner:

This button will assign locations to every unassigned meeting you’ve scheduled for this company, on this event day. Depending on your settings, you can:

• Assign locations at random from your inventory of meeting locations
• Assign only locations you’ve reserved for this Company.

Assigning at random

All you need to do to use this option is:

• Have your meeting locations added or imported to MeetMax
• Have some meetings scheduled

Then, when you head to a Company’s Meeting Times page and click the Assign Location button, MeetMax will automatically assign an available location for each meeting:

Assigning from reservations

To use the Assign Location button alongside reserved locations, you’ll need to enable a setting for your event. You’ll also need to:

• Have your meeting locations added or imported to MeetMax
• Have some meetings scheduled

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

Step 2. Under Require the availability of a reserved room for meeting creation, choose Yes:

Step 3. Scroll down and click Save:

Step 4. Now, choose a Company and reserve a meeting location for their use.

Step 5. With that reservation in place, head to the Company List:

Step 6. Filter the list to locate the Company. Then use the Action menu to choose Meeting Times:

Step 7. In this example, we’ve reserved the Cottonwood room for Bank of Colorado.

Here in their Meeting Times page, when you click the Assign Location button, all meetings will assign there: