For your event scheduler to work, you need to input a calendar of timeslots. The system will assign meetings to these timeslots to create meeting calendars for the participants.

Already have your schedule set up (or have already read this article) but want to know what else you can do? 

Jump to Advanced.

If you skipped the schedule setup step or want to edit the schedule, you can still do so. To find the available times, visit the Setup tab then click 'Meeting slots' in the upper right menu.

  • Set the start and end times of the first meeting in the boxes provided, then click ‘Add’.
  • The next meeting slot is automatically cued, starting at the same time as the previous meeting ended, with the same duration. If you want a gap between meetings, enter later times in the boxes. Click ‘Add’.
  • Continue until your meeting sequence is complete.

Remember: The final slot in the list is not available for meetings, it is the entry field used to create a new slot. 

This straightforward process suits most 1:1 sessions. However, you may need to introduce variations to fit in with your agenda and resources. Plan your meeting slots carefully, using our ‘5 rules’ as a guide:

Rule 1: If your meetings take place over more than one day, every timeslot you enter will appear on all the days. Uncheck the checkbox under any date when you do not want the timeslot to be used.

Rule 2: You can set up ‘overlapping’ meeting times, checked and unchecked on different days. For example, 10:00-10:30AM on Day 1, and 10:15-10:45 on Day 2. Overlapping slots must be entered manually.

Rule 3: You can NOT have 2 meeting slots that start at the same time.

Rule 4: You can change a meeting slot after creating it (start/end times and checked/unchecked) but you MUST click the red Save button at the end of the list if you do so.

Rule 5: If a timeslot has meetings on it (number in blue next to the checkbox), you cannot delete it.

Meeting Calendar Displays

Attendees see their own schedule in a grid format, similar to an actual calendar. Blocked out times will still appear to avoid confusion but links to use that time will be absent, unlike other available times. Additionally, schedules can be printed or downloaded either by you or attendees for maximum convenience. To learn how to print or download schedules, visit the Advanced section below.

If your event contains overlapping timeslots, it may confuse some delegates. However, when downloading or printing a schedule, only slots with booked meetings will be displayed to increase its effectiveness. (below, right)


Print or download one or many schedules

Schedules can be downloaded or printed either individually or all at once, both by you, the event manager or by attendees themselves. There are three options to choose from:

Option 1: Download a report of all currently booked meetings 

This option will give you the most detailed report of all three.

  1. If not already there, visit the Admin Dashboard, then choose your event.
  2. Under the Reports heading, click 'All meetings (CSV)'. A spreadsheet of all booked meetings will be downloaded and can be viewed by programs such as Microsoft Excel or Google Sheets.

Option 2: Download a PDF of all currently booked meetings

This option is perfect for having extra schedules to hand out at in person events.

  1. If not already there, visit the Admin Dashboard, then choose your event.
  2. Under the Batch Print heading, choose 'PDF' under Meeting schedules. If you have many attendees, you may have multiple available to download. 
  3. Alternatively, you can choose 'HTML'. This option will give you a shareable link to view all currently booked meetings. It is also more widely compatible as it does not need a PDF reader.

Option 3: Download or print an individual schedule 

This option is only really needed if an attendee forgets their own schedule or has no way of accessing the internet at your event.

  1. Navigate to the Attendees tab, then find your desired Attendee. 
  2. Click 'Schedule' under the 'For this attendee' column. Attendees can visit the same page by clicking 'Schedule' in the top menu bar of your event.
  3. Click either 'Print' or 'PDF'. 'Print' will open your device's printing dialog to print directly from the event. 'PDF' will download this individual's schedule, either for printing later or for offline use on a mobile device.

Calendar syncing (Outlook, Google)

Your delegates can also choose to synchronise their schedules with online calendars, such as Outlook or Google Calendar. Visit this article to learn more.


Changing meeting slots

You may have to bring your 1:1 sessions forward or back due to agenda changes.

  • If there are no meetings on the system delete all the slots using the Delete links on each. Set up again.
  • If there are meetings, carefully edit the start and end time of each meeting to fit the new session time. Make sure you click the red ‘Save’ button that appears at the end of the list.

Creating limits on requests, bookings and available times

Visit our dedicated meeting limits article to learn what you can do to customise your schedule even further.

Adding and removing days from the schedule

To add another day, click the orange ‘plus’ icon either side of the existing date(s). The new day will contain the same meeting slots, with unchecked boxes identical to the nearest day.

To remove a day, click the red ‘cross’ icon at the end of its column.

WARNING: if you delete a day, any meetings will be lost. Reschedule any existing meetings before deleting.

If you want to move your event to a different date, raise a ticket on the Support Desk. Do not attempt to add and delete days to achieve this as the system will stop working.