This article can help you get acquainted with the features your event's website has to offer. If a topic has an independent article, a brief explanation will be given here, with the full article linked for more detailed reading.
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User Interface
Once you have gone through at least the basic setup steps for making your event system, a website is automatically created for you. This website is quite basic at first but can be transformed into something that perfectly represents what your event is about. You can allow your attendees to access this website through a registration form, importing their data and emailing a link, QR codes, etc. The website is compatible with basically any internet connected device, including PCs, tablets and mobile phones. We recommend using Safari, Chrome, Firefox or other Chromium-based browsers (such as Microsoft Edge) for the best experience.
The website can be set up as anything from a simple online meeting scheduler to a full conference website.
Almost every aspect of the website is customisable for your own colour schemes, branding and more.
Each event has its own Admin Dashboard where the meeting system and other functions can be configured and controlled by one or more event managers/admins.
The admin console includes more than 30 configurations settings, ranging from using CSS styling to adding new webpages to displaying contact details site-wide.
Admins have access to all delegate accounts, can add/alter profiles, meetings and availability.
Registration Forms
After setting up your system, you have the choice of allowing delegates to register themselves onto the system with a registration form or simply importing all their details in at once. For some, this choice will be easy, especially if you used an external registration form, as you can easily export as a spreadsheet, then (after some modification to the column names) import into your system.
By default, this form will collect necessary details of each attendee, including their name and email address. Other contact details are not required and can even be disabled by an Admin. However, a password is vital for every account. Upon registering, every attendee must supply a password to accompany their email as login details.
Additionally, you can create new Custom Fields that appear on profiles or simply just to gather other information, such as dietary requirements or preferred contact method. Custom Field types include images, hyperlinks, long biographies, HTML embeds, multiple choice questions and file uploads. These can be hidden or shown on the Search page at any time, handy if you're collecting extra information but don't want it visible to everyone else.
The registration form can be turned off or on at any time, allowing you to choose when attendees can gain access to your event's website.
Other helpful articles relating to this section:
Branding and Other Customisation
Every Admin Dashboard comes equipped with feature rich content management areas. Add nearly anything you'd like, including embedded videos, pictures and a banner that appears on every page. Visit these articles to learn what you can and can't customise:
- Customize Website Page Content
- Manage and Customize System Emails
- Customize Website Styling using CSS
- Add a Banner Image to your Event Website
- Use Your Own Web Address for your Event
- Frequently Asked Questions about Customisation
Profile Creation and Search
A user is added to your system through registration, individual addition by you or through a bulk import. Every account is editable by the user after being added to the system, allowing them to edit their previously entered details or complete missed fields.
As mentioned before, Custom Fields can be created by you, with the option to make some or all appear on an attendee's profile. These fields can also be edited at any time. If a required custom field is added after many users have already signed up, they will not be required to complete the field until they next wish to edit their profile. Furthermore, you can choose which Groups are allowed to use certain fields. For example, you might want to only allow sponsors to display an embedded video on their profile as an advertisement.
The system can also help delegates find potential clients or meeting opportunities through use of the bookmark function. Next to every 'Book Meeting' button is an accompanying grey 'Bookmark' button. 
Attendees can bookmark anyone outside their organisation for locating quickly in the future. Bookmarked attendees can be found by choosing 'List bookmarks' in the Filter on the left of the Search page. The bookmark function can be turned off at any time.
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Meeting Booking
Every event has a mandatory Search page that cannot be disabled, only hidden to logged out users. Every attendee that has chosen to be visible will be shown here in an neatly organised list.
Meetings are booked by clicking the blue 'Book Meeting' button on an attendee's record, then by following the subsequent steps.
An additional optional message can be included when booking the meeting, helpful for letting the other person know what you would like to talk about. Once a meeting has been requested, any participants can cancel, reschedule or decline the meeting at any time. The booker can also request that some or all of their colleagues from the same company join the meeting. They cannot request anyone from the receiver's company join the meeting, nor from outside either company.
Meetings can only be booked by logged in users.
In accordance with data protection legislation, no personal contact details are revealed either online or via email, unless included by you or when included in a message.
A number of meeting configuration options are available to fit almost any conference or exhibition format:
4 different meeting location options: general meeting areas with unlimited booking support, public locations set by an admin, private locations only certain attendees can book at or user-specified locations
2 meeting timeslots configurations: user-selected or automatically chosen by the system
2 meeting scheduling options: manually accept the meeting or automatically accept once requested
The Groups function can make sure attendees can only book with attendees that would like to take part in meetings
Meetings can be rescheduled at any time before it would originally take place
Auto-Select mode can let the system automatically choose a time and place for the meeting to happen, avoiding clashes and simplifying meeting requests
Other helpful articles relating to this section:
Meeting Schedules
When an attendee books a meeting, it will appear in their schedule automatically once confirmed. The schedule can be accessed at any time by clicking 'Schedule' in the top menu bar.
Attendees can block out certain times in their schedule to make sure they only receive requests for times that they are available.
All schedules are updated in real time, meaning the online schedule and meeting related emails will update and send automatically.
Schedules can be downloaded or printed in HTML or PDF format, either by the event manager or the attendee.
Meeting times can be synchronised with other online calendars, such as Google Calendar or Microsoft Outlook.
Other helpful articles relating to this section:
- Manage Meeting Timeslots
- Manage Meeting Locations
- Sync with other calendars
- Print or Download an Individual Schedule
- Print or Download All Schedules
Sessions
If you plan to have smaller events happening in your event, such as a workshop or speaker, this is the perfect feature for you. The Sessions feature can let you display Tracks next to each schedule, displaying other events happening in the day and allowing attendees to sign up if interested. Sessions can also be used as simple time slot labels to show breaktimes or other notable activities.
When signing up for a Session, the system will automatically block out applicable times in the user's schedule to prevent meetings being requested while the attendee is attending a Session.
Session Tracks are created and managed by the event organiser and cannot be edited by attendees. As an event organiser, you can:
- Hide or show Tracks on attendee schedules at any time
- Hide or show attendees currently signed up to the Session
- Turn on or off video chatting
- Turn on or off instant messaging between participants
- Disable sign ups for a Session, handy if the Session is just being used as a slot label
- Change the length of a Session, as well as which Track it appears on
- and more
Visit this article to learn how to set up a Session.
Direct Messaging
During the event, delegates can use the direct messaging feature to stay in touch between meetings. Direct messages are only between 2 people, unless the conversation had been initiated by a Session. Message threads can be created in two ways:
- Clicking the 'Messages' button in the top menu bar, then typing in an attendee's name
- Joining a Session and sending a message using the real time chat, visiting the Messages page to continue the thread after the Session
Unlike meetings, colleagues cannot be invited to direct message groups, they are strictly 1:1 unless created by a Session.