In this article:

• Where is it?
• Scheduling from a meeting request
• Creating a meeting from scratch
• Using automated meeting scheduling

Where is it?

You’ll schedule meetings through the Company List or Attendee List pages:

From either list, you’ll filter to find the record you need. Then use the Action menu to choose Meeting Times:

What’s the best starting point?

MeetMax uses these terms for the participants in a meeting:

• Source: The person who requests the meeting
• Target: The person/organization being asked for the meeting

Depending on your meeting program, the Source could be an Attendee or a Company. So can the Target!

When you schedule meetings, it's always best to start the process from the Target's account.

In this article, an Attendee is the Source (requesting the meeting) and a Company is the Target (hosting the meeting).

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Scheduling from a meeting request

This is the most common way to schedule meetings. You’d start this process once your participants have had a chance to make some requests.

Step 1. Head to the Company List page:

Step 2. Filter the list to locate the company you need to schedule meetings for.

Use the Action menu and choose Meeting Times:

Step 3. On the Meeting Times page, click the tab for the event day you want to schedule:

Step 4. Head to the left sidebar, and click on the Unscheduled tab to expand it. Here, you'll find this company's pending meeting requests:

Step 5. Click the checkbox for an Attendee you’d like to schedule. MeetMax takes their existing availability and event schedule into account, and reveals all the available time slots for meetings.

Choose the time you want, and click the Schedule at button:

Step 6. The meeting is now scheduled, but doesn’t have a location yet. Click the Edit button, and you can assign a location:

Step 7. If you’d like all participants to get an email notice of the new meeting, choose Yes. You can add a personal note if you like.

Click Submit to save the new meeting and send the emails:

MeetMax will also send an in-app notification to each participant’s Inbox.

Scheduling multiple Attendees to the same meeting

If your event involves group meetings, you can click multiple requests before scheduling. MeetMax will reveal the time slots where all those people are available:

After scheduling, click the Edit button to assign a location as shown above.

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Creating a meeting from scratch

You can use this option any time, whether there's a meeting request in place or not.

Step 1. Head to the Company List page:

Step 2. Filter the list to locate the company you need to schedule meetings for.

Use the Action menu and choose Meeting Times:

Step 3. On the Meeting Times page, click the tab for the event day you want to schedule.

Then, click the Add Meeting button:

Step 4. You’ll now see a pop-up with meeting details. Start typing the first, last, or company name of someone you want to add to this meeting. You can add as many people as you like.

Since you started this process from a Company’s record, they’re automatically included in this meeting. If you were to start from an Attendee’s record instead, the Attendee would be automatically included.

From there, you’ll be prompted to choose a time slot. MeetMax will only show you time slots where all participants are available:

Step 5. Choose an available location for this meeting:

Step 6. If you’d like all participants to get an email notice of the new meeting, choose Yes. You can add a personal note if you like.

Click Submit to save the new meeting and send the emails:

MeetMax will also send an in-app notification to each participant’s Inbox.

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Using automated meeting scheduling

MeetMax also has tools to create meetings in bulk automatically. The system can work from submitted requests or by matching keywords between participants.

Reach out to our Support team to learn more about your options.