In this article:

• Where is it?
• Setting up for virtual meetings
• Creating a virtual meeting
• Using the Label field
• What your participants see

Where is it?

Once our team enables virtual meetings for your event, you’ll create the meetings as you’d normally do for your meeting program:

• Moderated program: creating meetings from requests
• Moderated program: creating meetings from scratch
• Unmoderated program: creating meetings from requests

If you’re using your own virtual meeting rooms, you’ll add those details to meetings from the Meeting Times pages:

(Back to top)

Setting up for virtual meetings

Step 1. Decide how many simultaneous virtual meetings your event will have. Then make sure you’ll have that many rooms available on the service you’re using.

Step 2. For each meeting, you’ll need to provide the meeting room credentials: a URL, a meeting ID number, and a passcode. Make sure you have access to those details.

Step 3. Reach out to our Support team. They’ll enable virtual meeting creation for your event.

(Back to top)

Creating a virtual meeting

Step 1. Create all of your event’s meetings in MeetMax. After that, you’ll attach the virtual meeting details to each one.

The way you create meetings depends on your meeting program. Choose the link that matches your needs:

 • Moderated program: creating meetings from requests

 • Moderated program: creating meetings from scratch

 • Unmoderated program: creating meetings from requests

For virtual meetings, there’s no need to add a meeting location. Once you add the virtual room details, that serves as the meeting location.

Step 2. Once your meetings are created, head to either the Company List or the Attendee List, depending on who’s receiving meeting requests at your event:

We’ll use the Company List here, but the process is the same if you start from the Attendee List.

Step 3. Filter the list to locate a Company with meetings scheduled. Use the Action menu to choose Meeting Times:

Step 4. On the Meeting Times page, locate a meeting you need to update. (See how the one below has no location? That’s where your meeting ID will display.)

Click the Edit icon:

Step 5. In the pop-up, click the Virtual link:

Step 6. Click the Other button, even if you’re using your own Zoom rooms.

This opens up the fields where you’ll enter your virtual room details:

Enter your details, then click Submit to save.

(Back to top)

Using the Label field

Whatever you put in the Label field will display on schedules, as text that links to the meeting’s URL.

You can use this field to repeat the meeting ID number, or add the name of the service you’re using - whatever best meets your needs:

(Back to top)

What your participants see

Your Attendees and Companies can log into MeetMax and head to the Your Schedule tab:

On the Your Schedule page, they’ll see the virtual meeting ID on each of their meetings:

Participants can click on any meeting ID to open a pop-up. That contains the meeting link and dial-in numbers for this meeting:

If the participant exports their meeting schedule to a personal calendar, the Zoom details will export alongside each meeting.

What’s next?

Now that you’ve created virtual meetings, you can:

• See them in the Meetings List
• Reschedule or cancel them like any in-person meeting