In this article:

• Where is it?
• Why is it useful?
• Creating a Client Rep Group
• Assigning a group to your team member
• Assigning a group to an Attendee
• What the Client Rep sees
• Batch emailing Client Rep Groups

Where is it?

You’ll create and edit Client Rep Groups from the Configure tab:

Once you’ve created your groups, you can assign them from the Add Client Rep form:

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Why is it useful?

In MeetMax, a Client Rep is a member of your internal team. Client Reps can have a range of responsibilities.

For some events, each Client Rep is assigned to a specific group of event Attendees. The Client Rep monitors the registrations, meetings, and engagement of these Attendees, making sure they have the highest-value experience at your event. Client Reps can also batch email their assigned Attendees.

A Client Rep Group is a team of Client Reps, who work together to take care of a group of Attendees.

A great example of this is a sales team. There might be one Sales Manager, and several sales reps. This team has an assigned set of Attendees. 

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Creating a Client Rep Group

It’s usually simplest (but not required) to set up your groups before you create your Client Rep accounts.

Step 1. Head to the Configure tab. Choose Client Reps, then Client Rep Groups:

Step 2. The first time you visit this page, you’ll see the form to create your first group.

Add a name and optional description. Then click Submit:

Step 3. To create subsequent groups, you’ll click the Add Group button:

From this page, you can also edit or delete any group.

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Assigning a group to your team member

Once you’ve created your groups, you can assign them to your team of Client Reps. You can do this while adding a new Client Rep, or editing an existing one: 

In either case, you’ll open the Client Rep form. Use the Attendee Access Group menu to choose a Client Rep Group.

Be sure to click Submit to save:

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Assigning a group to an Attendee

Now that you have your Client Reps assigned to their groups, you can add Attendees to these groups. You’ll add a form field to your registration forms.

Step 1. Head to the Configure tab. Choose Form Layout, then Attendee, then Edit Form:

Step 2. Once you’re in the Form Editor, head to the top of the page and use the Form Version menu.

Choose Admin, so you’ll be working on the Admin version of this form:

Step 3. Head to the bottom right corner now. Click the Add Field button, and choose Client Rep Group from the menu:

Step 4. Head to the bottom of the form. Make sure the box is unchecked, then click Save:

Step 5. Now, Admins can choose the right group for each Attendee. Learn more about editing individual Attendee records here.

Alternatively, if you’ve imported your Attendees, you can update your original spreadsheet with the Client Rep Group assignments. Then our Support team can do an updated import.

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What the Client Rep sees

Once you’ve assigned Attendees to groups, that updates what a Client Rep sees in their MeetMax account.

• A Client Rep who has an assigned group will see only those Attendees.
• A Client Rep who has multiple assigned groups will see the Attendees from all of those groups.
• A Client Rep who has no assigned groups will see all Attendees.

You can return to any Client Rep’s record to update their Client Rep Group setting.

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Batch emailing Client Rep Groups

With your participants assigned to Client Rep Groups, you can start directing communications to them.

Any member of your team can filter the Attendee List to show the specific group they want to email.

For anyone who has access to multiple Client Reps Groups, the Contact Rep Group filter is handy for narrowing the list:

Learn more about sending batch emails from the Attendee List here.

When you’re in the batch email editor, you have several options for copying emails to individual Client Reps or Client Rep Groups: