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 document, 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. Refer to our HowTo Guide: ‘Search Categories: Custom Fields’.

  • Keep things as simple as possible. Most delegates appreciate the ability to make quick, straightforward selections.


IMPORTANT INFORMATION ABOUT GROUPS:

  1. 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.

  2. 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 labeled ‘group’ in your import spreadsheet.

  3. Delegates cannot change the Group their Organization belongs to – this can only be changed on the Admin area.

  4. 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.

  5. 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.


  1. Creating a new Group

    1. On the Dashboard, click the ‘Setup’ menu tab. Click ‘Groups’ within the right hand menu.

    2. Click ‘New’ to open the group setup form.

    3. Type in the Name and Link name fields and click Save at the end of the form. You will return to the form later to set meeting booking and search permissions.

IMPORTANT: A ‘default’ Group is created with each new Meeting Mojo system. Organizations are assigned to this Group automatically unless a Group name is specified in the import file, or selected when entering data manually. This Group can be edited in the same way as any other Group. The default setting can be assigned to any Group, but MAKE SURE THERE IS ALWAYS ONE DEFAULT GROUP.


  1. Setting Group Permissions
    NOTE: Before setting Group permissions, make sure you set up all of the Groups you have planned for.

    1. On the Groups page, click ‘Edit’ to update a Group.

TIP: you can now change the name of the default ‘Participating
Company’ Group

    1. 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).

    2. When you are done, click Save.


Checkbox

Function

Is default

The system MUST have one ‘default’ Group. Make sure this box is checked on 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, if you are using the Meeting Mojo registration form for your event registration, with some delegates not participating in 1:1 meetings.

Can register

If you are using the integral Registration form to enable attendees to register themselves on your Meeting Mojo system, this checked box ensured 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.

… 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).

IMPORTANT: ‘Can book with’ overrides ‘can only view’. 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 ‘Search’ field, system users will be able to use it to search for members of this Group. Please see our HowTo Guide, ‘Search Categories: Custom Fields ’ .


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.