Using Private meeting locations
When you set a meeting location as Private, only an Admin can assign meetings to it. A Private location is handy for quick internal meetings or as a last-minute solution to scheduling conflicts.
In this article:
- Where is it?
- Ways to use Private locations
- Creating a Private location
- Scheduling a meeting in a Private location
Where is it?
You can designate any meeting location as Private while you’re adding or importing it to MeetMax:
Learn more about meeting locations in general here.
Ways to use Private locations
- If your team needs to have quick, unscheduled meetings during your event, you can set a location as Private. You won’t have to schedule anything in MeetMax; you can just use the location when you need it.
- Similarly, if you have sponsors or other corporate participants who need a space for ad hoc meetings, a Private location comes in handy.
- A Private location (or a few of them) are also useful as overflow spaces for your meeting program. If you have some last-minute changes and suddenly have a meeting with no available location, you can use your Private location. (We’ll demonstrate this below.)
- If you’re using a Private location for more than one purpose, you can set blackout times for it. That way, you can set aside times for different uses.
| Private locations can’t be used in automated meeting creation. You'll always need to assign meetings to Private locations manually. | |
| You can make any type of location Private - a room, a table, a booth, etc. |
Creating a Private location
While you’re adding a meeting location to MeetMax, use the Assignment menu to choose Private:
If you’re importing your meeting locations to MeetMax instead, you can use the designation of PRIV. Add it to the Assignment column of your CSV:
You can see your Private locations in the Locations List. Learn more about the Locations List here:
Scheduling a meeting in a Private location
Private locations stay hidden from MeetMax’s meeting scheduling tools.
As an Admin, you can schedule meetings in a Private location. To make the location visible for assigning, you’ll first need to reserve it for the Company hosting that meeting.
- Step 1. Once you’ve created a Private location, head to the Locations List:
- Step 2. Find your Private location. Then use the Action menu to choose Reserve:
- Step 3. You’ll see a pop-up with the reservation details. Choose the Time Slots option.
- Then, start typing the name of the Company you want to reserve this location for. Choose the Company name.
- Click the checkbox for each time slot where you want this Company to use this location:
- Step 4. Click Submit to save the reservation:
- Step 5. Now that the location is reserved, head to the Company List:
- Step 6. Filter the list to locate the Company you just reserved the location for. Then, use the Action menu to choose Meeting Times:
- Step 7. Schedule the meeting, using the same time slot you just reserved:
- Step 8. Now it’s time to assign the location. Click the Edit icon for this meeting:
- Step 9. Click the Location menu. You’ll now see the Private location under Reserved Room. Choose it, then be sure to click Submit:
