In this article:

• Where is it?
• Adding a location
• Editing a location
• Setting blackout times for a location
• Checking location availability
• Reserving a location manually

Where is it?

You’ll admin your meeting locations from the Meetings menu.

Choose Meeting Location, and then Add Location:

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Adding a location

Step 1. On the Add Meeting Location page, choose the Type of location you’re adding.

The default is Room, but you can also make it a Booth, Pavilion, or Table:

Need a type of location that’s not on this menu? Choose Other, and enter your type:

Step 2. Give the location a Name. If you don’t have the exact names for your venue yet, use a placeholder name. You can change it any time:

Step 3. The Category field lets you set up any classifications you need for your locations.

You might have Small, Medium, and Large meeting rooms, for example. Or, Single and Double booths. Enter anything you need, or leave it blank:

Step 4. The Capacity and Priority fields relate to 1x1 meeting scheduling.

• Capacity sets the number of simultaneous meetings that can happen in this space. A Table might have a capacity of 1 meeting. A Room might accommodate 2 or 3 meetings at once.

• Priority tells our automated meeting scheduler which rooms to choose first. If you're not using automation, you can skip this setting.

Step 5. The Assignment field also relates to 1x1 meeting scheduling. Here are the options:

• Open (default): Open locations are available to any participating Company, and are part of your general pool of meeting rooms. Our automated scheduling tool chooses Open rooms to schedule meetings.

• Reservable: You might have Companies or Attendees at your event that need a dedicated meeting room. In that case, use this option. That way, this location won’t be used in general automated scheduling. Instead, you can reserve it for individual participants.

• Private: These locations aren’t part of your inventory. Only an Admin can assign meetings to a Private room.

Step 6. Click Save.

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Editing a location

Once you’ve saved your first location, a new Locations option will appear.

To edit any location, head to this page:

In the Action menu, choose Edit:

That takes you back to the location settings, where you can make any changes you need.

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Setting blackout times for a location

In MeetMax, “Blackout Times” or “Blackouts” are times when a location isn't available. You can set blackout times for any location.

Step 1. To get started, head to the Locations page. Locate the room you want to set blackout times for.

Step 2. Use the Action menu to choose Blackouts:

Step 3. Click the check boxes for any times you want this location to be unavailable. Then click Save:

 

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Checking location availability

Need to see what time slots are still available for a meeting location?

Step 1. Head to the Locations page. Find the location you need to check.

Use the Action menu to choose Availability Report:

Step 2. A pop-up will appear. Choose the date you need to see availability for, and click View:

Step 3. You’ll now see a report of this location’s available time slots:

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Reserving a location manually

You can reserve a meeting location for any Company. Learn more about location reservations here.