Company List

Company List

Topics on this page:

Companies
Company List
Custom/Ad Hoc Reports
Batch Emails
Print Schedules
Edit Company Drop-Down
Add Company
Company Rep
Deletion Log
Reports
Uploads

Companies

The Companies tab allows you to manage companies registered and attending your event. The Companies tab defaults to the Company List tab. The Company List tab displays a list of all Companies registered to attend your event. From this tab you can generate a query list of companies using the filter and aggregate functions. You can also edit or delete companies from this screen as well.

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The Company List tab displays a list of all companies registered for your event. From this tab, you can generate custom/ad hoc reports, send batch emails, print company schedules, create a new company registration, and edit a company's registration record,.

Custom/Ad Hoc Reports

Custom Reports are report formats that you save and can re-load/re-run periodically. Ad Hoc Reports are ones that you construct to answer a one-time specific question, for example: how many attendees are registered for each of our sales reps.

Reports can be viewed on screen and/or downloaded using the Excel download button on the top right of the page.

Creating a Custom Report

The process for creating a custom report:

Create a subset of the data
Select the fields to include in the report
Sort the data
Save and Re-run the report
Download report to Excel

Create a Subset of the Data

You create a subset of the data, using the filter and search functions. The filter/search functions are located in the box just above the list of companies. There are a number of standard filters pre-established in MeetMax. The Filters can be found in the Filter drop-down and are listed below.

Note: The "Selected" filter is a special filter used to create a unique subset of the data, composed of individuals you have selected to be in the subset. To use the Selected filter, you check off the records you want to include in the subset, using the check boxes on the left-most column of the list. After you have checked off the records you want to include, choose the Selected filter from the filter drop-down and hit "filter" . You will now see just those records you selected displayed on the screen.

The search field is located just below the Filter drop-down. You can search on company name, ticker, the last name of the main contact or on any custom field you have created and used on the company registration form; select your desired search field from the drop-down. You can search on multiple fields by clicking on "add row" and selecting a second or subsequent search field. Enter the value you wish to search on in the text field adjacent to the search drop-down.

You can combine filters and searches.

When you have built your filter/search, hit "filter" to generate the subset of the data that meets your search criteria.

You can save the filter/search combination. To save, click save and type a name for the saved search. Click Filter to save the search.

To return to the full list of companies, click "clear filter".

Standard Filters:

- With meetings - meetings assigned
- Without meetings - no meetings assigned
- With Company Reps - Company Reps identified
- Without Company Reps - no company reps assigned
- With Availability - available time for meetings
- Without Availability - no available time for meetings
- With Meeting Request - has meetings requested
- Without Meeting Requests - no meetings requested
- With Document Uploaded - documents have been uploaded for the company
- Without Document Uploaded - no documents uploaded
- With Meeting Changes Since Last Email -- companies whose meeting schedules have changed since schedules were last emailed.

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Select Fields for the Report

You use the Columns function to select the fields for inclusion in your report. The Columns function is found in the box just above the list of companies.

Click on "Columns" and you will see displayed all of the fields related to companies.
Highlight the field in the left box and click "Add Selected Items" to move the fields into the right side box.
To remove a field, highlight that field name in the right side box and click "Remove Selected Items".
Use the up and down arrows position the field in the order you wish.
Click Apply to change the report. You will see the on-screen report change to match your selected columns.

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Sort the Data

You can sort the report data by company name, date registered. To sort the data, click on the column header; this sorts in ascending order. Click on the column header again to sort in descending order.
To download the new report, click on the Excel icon on the top right of the page.

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Save the Custom Report

To save the new report, click on the Custom Report tab. Type a name for your report and click "save".

Re-Run the Custom Report

Click on the Custom Report tab. From the drop-down, select the report you wish to Load. You can modify the report using the Search/Filters and Columns functions, and then from the Custom Report drop down, select the report name of the report you wish to resave and then click "save."

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Download Report to Excel

All reports can be downloaded into an Excel spreadsheet. Click on the Excel icon in the top right. You will be prompted to open or save the file. Save the file to your desktop and then open in Excel.

If you have created a custom report, the downloaded report file will have the name of the custom report. Standard reports are named "company_list.xls".

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Creating an Ad Hoc Report

Ad Hoc reports are ones that you create to answer a specific question. Say you need to answer a question like "How many companies are participating from each sector?", you can use the Aggregate function to generate the answer. Aggregate is located in the same box as Filter and Columns. Click on the Aggregate tab, to see the list of all of the fields related to companies. Use the check boxes to check off the fields you need to answer your question. In our example, you would check off only the "sector" field. Then click "apply". Depending on the size of your list, it may take MeetMax a moment or two to analyze the data. Below the Aggregate box you will see the results formatted as a table.

To save this Aggregate count data as a report, highlight the table with your mouse, copy it onto your clipboard. Open either a text or spreadsheet document, and paste the report data into the document.

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Batch Emails

To send a batch email to either all companies on the company list, or to a filtered subset, click the Batch icon on the top right of the page. This will open a pop-up window where you can customize the email.

Select Attachment: choose from - Meeting Schedule, Presentation Schedule, Survey, Company Registration Invite, or Registration Confirmation
Enter the "from" email address. (The host contact email address is displayed. Change this by typing over the email address.)
Enter a subject for the email.
If you would like company reps to receive a carbon copy of the email, select "Yes" CC company reps.
If you would like to receive a confirmation that the emails were sent, enter your email address in the Confirmation To box.
Type and format a message using the editor window. Note, as with the Message editor, do not copy and paste directly from a Word document. Paste the text into a notepad first, to remove the formatting, then paste into the message editor. Use the Message editor controls to add formatting to your email.
Hit "Send Message"
You will see a preview of the message. If the message is as you want it, hit "begin processing emails".
Emails are sent in batches of 50. After the first batch of 50 is sent, you will be prompted to "send next batch". Click the button to send. Continue until the final batch is sent and you are prompted to close the window.

You can see the list of emails that have been sent on the Email Log (Main, Email Log).

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Print Schedules

To print all of the company schedules, click the Print Schedule icon on the top right side of the page. Note: the Print Schedule function will work on the entire list of companies or on a filtered subset of the companies.

A new window with the print preview will open; click "Print" in the top right corner to begin printing.

Schedules are printed one to a page, in batches of 50. You will be prompted after each batch to print the next batch.

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Edit Company Drop-Down

To edit a company:

Click on the drop down arrow under the 'Edit Company' column associated with the Company you want to change
Select the company information you want to change.
This will bring you to one of the following 'Edit Company' pages: Contact, Availability, Schedule, Schedule (Admin), Requests, Company Reps, Set Meetings, Invitation, Upload, Req. Meeting (Co), Req. Meeting (Inv)
Change the fields you want to modify in the appropriate page (see description of pages below)
When you are done, click 'Save' to submit your changes.
To modify other company data select one of the above Edit Company pages
When finished editing information on that page be sure to select 'Save'
You can also switch to a different company by selecting the drop down arrow in the upper left corner of the page, next to 'Change company'
To add a new company from the Edit Company screen select 'Add a new Company'
When finished editing company information, select 'Return to company list'

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Contact

To edit company contact information:

From the Company List tab, select 'Contact' in the Edit Company drop down field'
The screen display allows you to edit the following company contact information: Company Name, Available for 1 on 1's indicator, Ticker, userPassword, Address, City State, Zip, company website address, and contact information for main and secondary contacts.
Click 'Save' to save changes
To view/change contact data for a different company in the drop down arrow box under 'Change company' select a new name.
Click 'Return to company list' to return to list or 'Add a new Company'

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Availability

To edit Company Availability for 1 on 1 meetings:

From the Company List tab, select 'Availability' in the Edit Company drop down field'
The screen will display a list of times the company is available for 1 on 1 meetings
Check the times the company IS available for 1 on 1 meetings, or uncheck to change an availability time
Click 'Save' to save changes
To view/change availability for a different company in the drop down arrow box under 'Change company' select a new name.

To change a message on the company registration availability page

Click 'Edit' in the upper right corner of the page
Select TOP or BOTTOM of the page
The corresponding screen editor will appear
Enter or modify your information
Click 'submit' to save your changes and return to the Availability screen

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Schedule

To view a schedule of the company presentations and meetings:

From the Company List tab, select 'Schedule' in the Edit Company drop down field
The screen will display a description of all company presentations and meetings
To view only upcoming meetings click the 'Do not show expired meetings' box
To view the schedule for a different company in the drop down arrow box under 'Change company' select a new name.
Click Companies tab to return to the Companies List screen

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Schedule (Admin)

To view a schedule of the company presentations, meetings, unscheduled investors and unused available meeting times:

From the Company List tab, select 'Schedule (admin)' in the Edit Company drop down field
The screen will display a description of all company presentations, meetings, and unused availability
To email these lists or print click 'E-Mail' or 'Print' in the upper right corner
To view the schedule for a different company in the drop down arrow box under 'Change company' select a new name.
Click Companies tab to return to the Companies List screen

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Requests

To view the list of requests to meet with the company and the company's preferences:

From the Company List tab, select 'Requests' in the Edit Company drop down field
The screen will display a list of all individuals who have requested meetings
To indicate a meeting preference click on the 'status' column and choose either" yes, no or maybe
To email these lists or print click 'E-Mail' or 'Print' in the upper right corner
To view meeting requests for a different company in the drop down arrow box under 'Change company' select a new name.
Click Companies tab to return to the Companies List screen

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Company Reps

To view the list of company reps for the company and to edit company rep information

From the Company List tab, select 'Company Rep' in the Edit Company drop down field'
In the Company Reps tab you can modify any of the following fields: First Name, Last Name, Nickname, Title, Phone, Cell Phone, Email, Presenting (yes or no), One-on-One Attendee: (yes or no)
Click 'Save' to save the information

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Set Meetings

Set Meetings tab allows you to view scheduled meetings.

From the Company List tab, select 'Set Meetings' in the Edit Company drop down field
To view meetings for a different company in the drop down arrow box under 'Change company' select a new name.

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Invitation

Invitation tab allows you to register your company for the event.
To invite a company to your event:

From the Company List tab, select 'Set Meetings' in the Edit Company drop down field
Click on 'Please Register by Clicking Here' next to the company name you want to register
Enter the company password
This will bring you to your event Company tabs
To switch to a different company, in the 'Set Meetings' tab select a new company name in the drop down arrow box next to 'Change company'.

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Upload

View the list of files a company has uploaded on this tab. You can also upload a file on behalf of a company.

To Upload a file:

From the Company List tab, select 'Upload' in the Edit Company drop down field
enter a title for the file you want to load
select document type from the drop down box
Click on 'browser' to view and select the filename
Click 'Submit'
When the upload is complete, you will see it listed on the screen.
Select 'Add File Upload' to load another file

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Req. Meeting (Co)

To request a meeting with a company:

From the Company List tab, select 'Req. Meeting (Co)' in the Edit Company drop down field
select the box to the left of the company name
click 'Save Selection'
From here you can schedule meetings by selecting 'Schedule Meeting'
This will bring you to the Schedule Meeting screen
Select "management Team' if
Click 'Meet at' next to the available slot time you want to schedule
To edit the meeting click 'edit'
To delete the meeting select 'remove'
This will bring you to the 'Cancel Meeting' screen
Select 'submit' to save your deletion

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Req. Meeting (Inv)

To request a meeting with an investor:

From the Company List tab, select 'Req. Meeting (Inv)' in the Edit Company drop down field'
Click on 'Directory' to see a list of all individuals
Click on 'Select' to choose an individual with whom to schedule a meeting
Click the X in the upper right corner to close the screen
The new individual should be listed
You can change the status of the individual meeting by selecting the drop down arrow under 'Action', with the option to change to: pending, yes, no, maybe or cancel

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Add Company

Add Company allows you to add a new company access to your event, this includes company presenters and speakers.

To Add a Company:

Enter the Company name (this is a required field)
Select Yes or No if available for one-on-one meetings (this will turn on or off the one-on-one meeting options
Enter a value for 'Ticker' (this value corresponds to the publicly traded symbol - if it's a publicly traded company)
Enter a unique identifying password
Enter the Company address information, website and cell phone
Enter the primary company contact info on the 'Main' line
Enter seconday contacts in the Contact 2, 3, or 4 lines
Click 'Save' to save your changes
The Edit Company screen will appear, from here you can 'Add a new Company' or 'Return to company list'

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Company Reps

From the Company Reps screen you can change Company Rep information by selecting one of the drop down arrow options under the 'Edit Details' column.

To edit Company Rep information:

- Select the corresponding drop down arrow item under the 'Edit Details' column. A corresponding screen will appear. Below describes each selection:
  - Registrant - select to change company rep contact info
  - Schedule - to list scheduled meetings
  - Activities - lists scheduled activities
  - Transporation - displays existing transportation reservations and allows you to edit or delete them, or, allows you to identify if transportation service is needed and lets you select from exising transportation options
  - Hotel - displays existing hotel reservations and allows you to edit or delete them, or, allows you to indicate if hotel reservation needed, and if yes, to add new hotel reservations.
  - Cost items - displays existing cost items and allows you to edit or delete them, or, allows you to add a new cost item.
  - Guests - displays existing guests and allows you to edit or delete them, or, allows you to add a new company guest.

To generate a custom/ad hoc report for Company Reps, follow the instructions listed under Companies. The list of standard filters for Company Reps is as follows:

- With Hotel Reservation
- With Confirmation Num
- Without Confirmation Num
- Without Hotel Reservation
- No Hotel Required
- Transportation Requested
- Arrival Transportation Requested
- Departure Transportation Requested
- Without Transportation Requested
- Transportation Not Needed
- With Guest
- Without Guest
- Attending
- Not Attending

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Deletion Log

The Deletion Log tab displays a list of all company's deleted from your event. You can also un-delete a company to return it to the company list.

To Un-Delete a company:

click un-delete to the right of the company name.
the company will be added back to the company list

Note: When a company is deleted all data related to meetings (availability, requests, preferences, and meetings) is deleted. This data can not be recovered when you "un-delete" a company. MeetMax customer support may be able to recover this data for you, please contact your customer support rep. (back)

Reports

The reports function allows you to generate various reports pertaining to company's. The following is a description of the available reports:

download attendees - list of all company reps attending
download contacts - lists each company and contact info for all company contacts
print schedule for all companies - generates schedules for all companies. Click 'print' in the upper right corner to print
schedules with meetings - company schedules for those companies with meetings. Click 'print' in the upper right corner to print.
schedules with unexpired meetings - printable list of upcoming presentations and meetings scheduled for each company. Click 'print' in the upper right corner to print.
print schedule for all company reps - printable schedule of presentations and meetings for each company rep. Click 'print' in the upper right corner to print.
print schedule (admin) for all - a printable list of all presentations, meetings, unused available meeting time, cancelled meeting and unscheduled investors per company. Click 'print' in the upper right corner to print.
download co's with availability - list of all companies, all time availability, and any scheduled meetings
download co's with out availability - lists companies that have not provided availability information
download company reps with guests - lists all company reps, their email addresses and guest names

Note: Depending upon the web browser, the report you are running may display behind the main screen. If your report is not displayed you will need to minimize your screen, and it should appear.

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Uploads

Uploads displays a list of files uploaded by Company name.

To view the file: click on the file name to the right of company name.
To download the file: Hover over the file name, right mouse-click, choose "Save Link as" or the equivalent, to save the file on your computer.
To delete a file: click on 'delete' on the line of the file you want to delete. You will be prompted to confirm you want to delete.

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