Steps to creating your meeting scheduler
The diagram, below, illustrates the process of building a Meeting Mojo online 1:1 meeting scheduler.
The first and last steps - Create and Launch - are essential to for a basic meeting system that will accept delegate data uploads, create login accounts and schedule meetings.
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:
Event admin area – control the system from here
Fully operational meeting booking system
Website - where your delegates log in and book meetings
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.
Whatever your choice, for the best outcomes check out our guides before you set up:
Customize your website
Make sure you meeting scheduler website looks and feels like it belongs to your event.
Click the links to find out more:
Add a banner image. This will display at the top of all webpages.
Edit page content / add new webpages. Liven up the website with verbiage and images to fit your brand, and links to other websites. Promote your sponsors on a dedicated webpage.
Edit system emails. Add or change the text to send the right messages to your delegates.
Apply your own web address to the system.
Set up a registration form – for voluntary participation or to convert your scheduler into a simple conference website.
‘Global’ settings allow you to change contact details across the site, saving you the trouble of editing essential items of information in every place they occur in the many webpages and system emails. You can also set the language for the entire website, and the date/time format. Find out more here.
Configure the meeting system to match your plans for 1:1 scheduling. Make it more efficient by enhancing searchable attendee profiles; set up one-way meeting requesting; and assign private meeting places for use by one organization or attendee. You can even change the way the system handles meeting scheduling.
Auto-select - maximize meetings and interactions
Private Messaging - allow your attendees to contact each other without revealing their contact details.
Groups. Separate your companies into different groups, e.g. Buyers & Sellers, or, Investors & Start-ups. For each group, specify which other group(s) they can book meetings with, or only view. Link each Group to a different set of profile categories as required.
Profile categories (Custom Fields). Build a search engine by adding new categories and questions and linking them to organizations or attendees, and to one or more Groups. Also applicable to the Registration form.
Set limits: Limit the number of meeting requests per delegate, or the number of meeting slots available to them.
When your Meeting Mojo website is set up to your satisfaction, import your delegate data. This will instantly create a login account for each. Additional information such as Profile categories and individual organization- or attendee-specific meeting places can be added at this stage.
The system Import Wizard guides you through the launch steps, highlighting any incorrect entries, and sends login details to each attendee's inbox.
IMPORTANT: Find out more about how to launch your system - and update with new attendees - via the following links:
System management tasks
Once the system is launched, all of the meeting scheduling is automatic. Our system management guides give full details on all other tasks required to maintain the system after launch.
Book meetings on behalf of an attendee
Delete attendees who have pulled out
Bulk print all schedules direct from your dashboard, for handout at the concierge desk, or print individual schedules on request.
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.
Announce the end of each meeting to help delegates stay on schedule – use a bell or similar sound.
Close down the system – 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.