In this article:

• Why is this important?
• Questions to answer
• Prerequisites to verify

Why is this important?

All of MeetMax’s automated schedulers work very flexibly, and can create large numbers of meetings.

Automation can’t be reversed! If you accidentally create many meetings you don’t need, you’d have to cancel them one by one.

So before you use these tools, it’s important to have a clear understanding of your meeting program and scheduling priorities.

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Questions to answer

Before you meet with our Support team to discuss your automation, make sure you can answer these questions.

Questions about participants

• What user roles are you using in your event? Which role(s) represent the Buyer? Who's the Seller?
• Which user roles request meetings? (These are Source roles)
• Which roles receive the requests? (These are Target roles)
• Does your event have Buyers or Sellers arranged into any groups? Do any of those groups have special meeting requirements?
• Are there any priority groups or individuals, whose meetings should be scheduled first?
• Do you anticipate that any of your Targets will be in higher demand for meetings?
• Are there any Targets who won’t be taking meetings at all?

Questions about meeting requests

• Have your participants added rankings to their meeting requests?
• Is your event using one-sided requests, meaning Buyers can only request meetings with Sellers?
• Is your event using two-sided requests, where Buyers and Sellers can both request meetings?
• If you’re using two-sided requests, do you want to prioritize mutual requests?
• Does your event have an approval step for meeting requests? If so, do you want to schedule meetings only for approved requests?

Questions about meetings

• What are the meeting types your event is using? Are they all 1x1? Do you use group meetings?
• Do you want to limit the number of meetings on specific days of your event?
• Do you want to consolidate meetings to specific days, or spread them over multiple days?
• Do you want to limit the number of meetings each participant can have? (Or, do you want to limit meetings for certain groups of participants?)
• Are any participants using multiple diaries, so they can have overlapping meetings?
• Do you want colleagues from the same company to be placed into the same meetings? Or can they meet individually with the same Seller?
• Do you want unaffiliated participants to be scheduled into the same group meetings?

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Prerequisites to verify

Before automation can start, these things need to happen:

• Has everyone in the Seller role set their meeting availability? (Here’s how to check, so you can follow up as needed.)
• Has everyone in the Buyer role submitted meeting requests? (Here’s how to check, so you can follow up as needed.)
• Has our Support team given you access to a sandbox instance for testing automation passes?
• Have you already made presentations and activities available for sign-ups? (That affects meeting availability.) Have you allowed enough time for people to sign up?
• Do you have enough available time slots for all meeting requests? (Here’s how to check.)

What’s next?

Now that you have an idea of your event’s automated scheduling needs, you can:

• Learn how MeetMax approaches automated scheduling
• Learn about the settings for automated scheduling