Meeting Mojo’s Groups function is a first-level control over the way event delegates use the 1:1 meeting system. Organizations, and their respective Attendees, can be partitioned into Groups with pre-set permissions to book meetings with Attendees belonging to other Groups, or only to view their entries on the website, or neither to book meetings nor view their entries. The Groups function is used by event managers to highlight sponsor companies, to guide self-registration choices, to stop one group of delegates sending meeting invitations to another group, to display (or hide) event attendees online, and to apply different Search categories to different sets of organizations.
Before you start
Read this article carefully, with particular attention to what each of the functions is used for and how they can be configured.
Think carefully about how you want to use the functions. You may find it helpful to draw a simple map of interactions between Groups and any Search categories you want to make available to them. Click here for more information on how to use Custom Search Fields.
Keep things as simple as possible. Most delegates appreciate the ability to make quick, straightforward selections.
IMPORTANT INFORMATION ABOUT GROUPS
Each new system comes with a ‘default’ Group. All organizations are automatically assigned to this Group on import, or when entered manually, and the Group name is not displayed anywhere unless you add one or more new Groups.
If you add one or more further Groups to the system, you must specify a Group name for each organization you import. Use the column labelled ‘group’ in your import spreadsheet.
Delegates cannot change the Group their Organization belongs to – this can only be changed by the event organiser or admin.
The Groups function is only applicable to Organizations. Ordinarily, you cannot have Attendees from the same Organization in different Groups – but it’s possible to create exceptions to this rule.
Some Group and Search functions don’t fully activate until they are accessed by user accounts. Test your system by adding fake Organizations and Attendees and using them to log in to the main website.
Creating a new Group
On the Dashboard, click the ‘Setup’ menu tab. Click ‘Groups’ within the right hand menu.
Click ‘New’ to open the group setup form.
Type in a suitable name, description (optional) and tick all necessary boxes. Double check all ticked boxes are supposed to be ticked before clicking Save or Save and Add.
IMPORTANT: As stated before, the default group will not be visible unless more are added. There must always be at least one group, otherwise your system may not function properly.
Setting Group Permissions
Before setting Group permissions, make sure you set up all of the Groups you have planned for to prevent conflicts.
On the Groups page, click ‘Edit’ to update a Group. You may also update the name of the default 'Participating Company' group if necessary.
The Group Edit page displays a series of checkboxes: check or uncheck these to configure meeting booking and custom field settings for the Group. Follow the online instructions displayed below each checkbox or set of checkboxes (see table and Example, below).
When you are done, click Save.
Checkbox | Function |
Is default | The system must have one default Group. Make sure this box is checked on only one of your Groups. |
Can book meetings | Uncheck only if you do not want this Group to schedule any meetings or view other entries online. For example, you might have attendees that are not participating in any meetings, therefore they do not need the option to book meetings. |
Can register | If you are using a Registration form to enable attendees to register themselves on your Meeting Mojo system, this checked box ensures that they will be required to choose which Group to join. Uncheck the box to prevent sign up to the Group. This can be useful if you are managing the meeting accounts of a particular group of attendees. |
Public can view | When checked, this allows members of the Group to be viewed on the main website without login. Uncheck if you want members of the Group to be seen only by logged-in users. |
Can book with | Check the box for each Group that you want members of this Group to be allowed to request meetings with. Unchecked groups can still see each other but cannot book meetings with each other. |
…or can only view | Check the box for each Group you want this Group’s members to be able only to view (they will not be permitted to book meetings). ‘Can book with’ overrides this setting. Check only one of these boxes per Group. |
Custom field list | If you have set up search categories or other custom fields, you can link any or all of them to the Group. Once you have linked a Custom field, it will display in the Account area of this Group’s members. If a Custom field is also a Search field, system users will be able to use it to search for members of this Group. If you would like to find out how to use custom fields to your advantage, click here. |
Example
In
this example, members of the Group ‘Sponsors’ can be viewed on
the system website without having to log in. They are permitted to
book 1:1 meetings with members of the
Participating Company Group, but they are only allowed to view
members of their own Group. They can also add a ‘Business Type’ category to their profile,
from the Custom Fields.
NOTE: Ensure that you edit the permissions of all Groups. Use fake entries to test whether the permissions are working the way you want them to.