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Understand the differences of Calendar Select and Auto Select
Calendar Select (default mode)
When delegates request a meeting, they have to choose a meeting timeslot BEFORE they send a meeting invitation. The system then holds the meeting slot until the invitee responds to the request. This limits the total number of meetings each delegate can request to the number of meeting slots you have specified when setting up the system. Pending meeting requests also block timeslots to further meeting requests. This mode is designed to automatically limit 1:1 meeting activity for events with many other activities, where 1:1 meetings might otherwise deplete attendance at presentations, keynote speeches or workshops.
The Auto Select mode skips the timeslot selection step, so that pending meeting requests do not block any timeslots. This maximises meeting opportunities, as attendees can request meetings with as many other attendees as they want. It has been carefully designed for events where 1:1 meetings are of high or paramount importance for attendees.
How does Auto-Select work?
Note: Calendar Select is the normal operating mode, you need to activate Auto Select when setting up your system (Software-only purchase), or select it when submitting your specification sheet (Software + Service packages).
Auto Select removes the timeslot selection stage when delegates request meetings. A timeslot is assigned only when an attendee accepts an incoming meeting request. The system automatically assigns the earliest timeslot that is available to all participants. This meeting time can be rescheduled by either participant via the meeting control console.
Switching to Auto Select
- You cannot activate Auto-select mode while having shared meeting points.
- Turning off Auto-select mode will remove ALL meetings from the system, so make sure you a 100% sure you would like to activate it before doing so.
- Go to the Setup tab on your event dashboard.
- Find 'Auto-select meeting slots' under the 'Main function settings' heading and click 'Off' to the right. If you have already set up shared meeting points, you cannot turn on Auto-Select mode. Once turned on, you will not be able to turn the mode off without losing all meetings.
- The switch should now turn to green and say 'On'.
What else works with Auto-Select?
- Groups - you can still limit attendees' access to other groups of attendees
- You can also limit the total number of meeting requests for all delegates via Settings or on individual attendee accounts.
- Auto-Select works with Public and Custom Meeting places (but not shared meeting locations).
- Bookmarking, messaging and Sessions also integrate with Auto-Select
What to consider before activating Auto Select
Auto Select is a great way to maximise uptake of your 1:1 system, but in some circumstances this could be a downside for your event. The following points are for illustration only, but you may find them useful when planning your 1:1 strategy.
- Each delegate is able to request meetings with as many delegates as they want.
- Meeting slots are not held back for unanswered meeting requests
- Each delegate’s schedule contains only meetings that have been agreed: no schedule blocking
- With message threads, attendees can build an online business conversation around each meeting – even if it does not take place!
Factors to consider carefully:
- Unlimited meeting requests may expose your high profile delegates to ‘spamming’.
- Meeting requests do not always get a response – some delegates may send hundreds of requests but only get a few meetings.
- Set your meeting slots strategically as high numbers of 1:1 meetings could mean low audiences for other activities at your event.
- Your venue must have enough capacity (meeting tables, etc.) for the maximum number of 1:1 meetings (= #meeting slots x #tables).
- Auto-Select cannot be used in combination with the Shared Meeting Points.
- As stated before, if Auto-select mode is turned off while meetings are present, those meetings will be deleted.
Auto Select has been carefully designed for events where 1:1 meetings are of high or paramount importance for attendees. If your event does not offer 1:1 meetings as either a major benefit, or as one or more dedicated sessions, Meeting Mojo’s regular Calendar mode may be the right option.
Why must I commit to Auto-Select?
Auto-Select meeting requests do not have a timeslot assigned to them until they are accepted by their recipients. If Auto-Select is switched off, the auto-assign feature is inactivated and pending (unaccepted) meetings are lost.