You are using Meeting Mojo software to set up a website where your delegates will log in to their own account, add or edit their online profile, set their availability for meetings, request meetings and send private messages to other delegates. This overview is intended to give you an understanding of how the system works, what is necessary for successful setup and launch, and extra features that can enhance your scheduler.
The basics – essential reading!
What do you mean by 'System'?
The ‘system’ consists of 2 websites:
The front end - This is where your attendees will register, book meetings and message other attendees.
The back end/Admin Dashboard - The other side of your website only accessible by you or other registered event managers. This is where you control your event, import new attendees and perform general management.
Cool, how does this system work?
There are five main elements that make up the system:
1: Accounts/Attendee Profiles
Attendee accounts are either added by you individually or through a data import or by the attendees themselves, using your registration form.
Each account consists of an organization (e.g a company) and a delegate. Two or more delegates can be linked to an organization – they will book meetings independently of one another, but can also invite colleagues to join any meeting.
Custom Fields can be utilised to display additional information that the system otherwise doesn't make available. For example, you might want to allow companies to display a photo of their office or the staff on their profile. Learn more about Custom Fields in this article.
A 'Search' button can be found in the top menu bar, providing a list of people attending the event, along with options to message or book meetings with them. Additionally, this list can be filtered and sorted in a variety of ways to find the exact people you're looking for.
2: The Meeting Scheduler
The scheduler automatically manages meeting requests and creates daily schedules for each delegate.
Logged in delegates can view other profiles and request meetings with other delegates - you can change whether certain people can be booked with and/or make them invisible to others. Learn more about how to do this in this article.
Meetings are requested by clicking the ‘Book meeting’ button next to the entry for the person the user wants to meet. By default, the time and location of the meeting can be chosen by the booker. In Auto-Select mode, the system can automatically assign meetings to a time and place best suitable for both parties.
An email alert is sent by the system each time a meeting is requested, confirmed or declined, and when a private message is sent, as long as system emails have not been turned off. The system will never send personal contact details in these alerts, unless typed in by the sender.
By default, meetings must be confirmed by the other party before they take place. Meetings can be automatically accepted by turning off a system setting or by using Auto-Select mode if needed in your event.
Delegates can communicate in your event through direct messages to arrange meetings and share ideas. This feature can be turned off at any time.
'Schedule', found in the top menu bar, displays the schedule of the currently logged in attendee. It updates in real-time so information displayed here is always correct.
You can print or download individual schedules or all schedules at once for easy offline viewing. Attendees also have the option to print or download their own schedules.
Schedules can also be synchronised with third party online calendars such as Google Calendar or Microsoft Outlook. Learn more about how to do this here.
Meeting places and meeting times
Custom/Private meeting locations can be provided for specific attendees or companies. Meetings can only be requested at these locations by the person/company it is assigned to.
When setting up your event scheduler, you have the option to block meetings taking place at certain times either on certain days or locations altogether.
Time slots are the same for every day in your event. Block times you wish to only be available on specific days.
3: Page and Email Content
Your event's website will come with premade pages, some of which can be customised or deleted altogether. Pages found in the top menu bar cannot be deleted and have less customisation options to ensure efficiency and reduce confusion at your event.
The Admin website has a content management tab, allowing certain pages and page fragments to be customised.
Pages on your website support a variety of content, including images, hyperlinks and custom fonts.
New pages can be created at your disposal, with the option to display the page on the lower menu bar or hide it from view.
Each page supports HTML for embedded widgets, such as videos or social media feeds.
A banner for your event can be placed at the top of each of these pages, although this area can only display an image and does not support hyperlinks.
Each page also supports a footer that is the same on each page. This area can display information about the event organiser, a second banner and much more.
Each event also comes with premade templates for system emails. It is highly recommended these are set up with the correct contact details to avoid confusion and automatic placement into spam folders.
As soon as an attendee is approved on the system (either by you or through registering), they will receive a welcome email, with a link to access the event. If you have not provided them with a password, the system will auto-generate one and send it to them in an accompanying email.
Activity related to an attendee will trigger an email sent to them with relevant information on why the email was sent. This includes: a new meeting request, a new direct message, meeting cancellations/reschedules and more.
If needed, system emails can be turned off for individuals or for the entire event. Attendees can turn off system emails for themselves by visiting their account. This does not affect login related emails as they are essential.
Emails are in plain text format, which means they cannot transmit images or other rich text formats. This format has been chosen to maximise delivery of system alerts to the recipient’s inbox without interception by spam filters. Hyperlinks are still supported, as long as the recipient is using a modern email client.
The display name, email address and other contact details shown in system emails can be changed at any time.
4: System Settings
23 settings control displays, features and limits across the website and scheduling system.
8 essential settings display your contact and conference website details across all webpages and system emails. It is highly recommended these are updated to the relevant details for your event.
Set limits on the number of meeting requests per delegate and number of delegates per company.
Allow your event's website to redirect to another website once the event has concluded.
These functions can be turned on or off at any time:
- New meeting requests
- Direct messages (does not affect Session live chat)
- New registrations (turns the registration form off/on, requiring you to add attendees manually)
- System emails, globally or per attendee
- The option to log in using LinkedIn
- Allowing attendees to invite colleagues to meetings
- Send yourself or someone else a copy of all system emails (off by default)
5: Groups and Custom Fields
The Groups feature allows you to block certain attendees from receiving meeting requests or from being visible in the Search page. These two options can be applied to everyone or only to certain other Groups. Additionally, you can allow certain Groups to use Custom Fields not available to others. For example, you might allow a sponsor to display a featured product, but block them from using your company photo field. Learn more about Groups in this article.
Every event comes with the option for additional Custom Fields, added by the event organiser. Adding more fields can improve the power of your event's search engine.
There are a variety of new fields to choose from, including images, links, biographies and HTML embeds.
Any field can be hidden from the search engine if needed, making information entered only visible to you until visible again.
Fields with multiple options cannot have their options changed by attendees to ensure a consistency across data.
New custom fields can be applied to everyone or certain people, companies or Groups.
The diagram below illustrates the process of building an online 1:1 meeting scheduler with Meeting Mojo.
The first and last steps - Create and Launch - are essential for a basic meeting system that will accept delegate data uploads, create login accounts and schedule meetings. To make the product fit your brand and 1:1 meeting specifications, go through the Customize, Settings and Configure steps before you Launch.
Create and Launch a Simple 1:1 Meeting Scheduler
Each Meeting Mojo system is created via a 4-step Setup Wizard that will guide you through the process. This will create for you:
The Admin Dashboard, your area for controlling every aspect of your event.
A basic meeting booking system.
Your event website, the place where all your attendees will be registering (if applicable), booking meetings and messaging.
Once set up, you can either skip to Launch, or Customize and Configure your meeting system to fit your conference brand and your 1:1 meeting specifications.
Other helpful articles, no matter your choice:
- Managing Meeting Timeslots
- Managing Meeting Locations
- Importing Attendee Data in Bulk
- Managing Attendee Passwords
- Launching the System
A variety of customisation options are available to you to make sure your event looks and feels professional.
- Add a banner to appear at the top of most pages.
- Customise your Page Content - Add, edit or delete any pages from the bottom menu bar, with options to add text, hyperlinks, images and more.
- Style your website with CSS - Go even further and apply your house style to each page on your website.
- Manage and Customise System Emails - Learn more about system emails and customise them to your liking.
- Use your own web address (URL) - Have your own domain ready to use? Visit this article to learn how to apply it to your event.
- Set up a registration form – Allow attendees to add themselves to the system or use your website as a basic meeting scheduler.
Whether you chose to skip to here from the initial creation of your website or if you customised it to your liking, your website is now ready to go. Allow attendees to register by turning on new registrations (the 'Registrations' switch on the Dashboard) or import their data in bulk.
Other helpful articles:
Once your attendees are on your system, meeting booking can begin. Now, you can relax (until you get an email about login problems) and look through these articles for further guidance:
- Add new attendees individually
- Remove attendees that have decided they no longer want to attend
- Manage Attendee Login Issues
- Book, Cancel or Reschedule a meeting on behalf of an attendee
- Send Meeting Reminders
At the venue
If the event is virtual, your event is all set up and ready to go! These steps may only be applicable to you if your event is in-person or hybrid.
Print or download all schedules - Handy for offline viewing or if an attendee forgets their schedule
The system can be left running throughout the event, allowing users to book new meetings respond to incoming requests - schedules update in real time.
Monitor the system, and note meeting place occupancy to track down delegates, or find vacant booths/tables for ad hoc meetings.
Set up a countdown timer - Let attendees see how long is left in their time slot and in the event.
Shut down the system and redirect – switch off booking, but leave the private messaging service open for a few weeks to enable delegates to keep in touch. Finally, redirect the system website to your homepage or next event website.