The 'Exclusions' feature enables you to make any attendee unavailable at any timeslot or range of timeslots. The attendee is unable to restore this availability. This feature is useful if some of your attendees are only attending one day of your two-day event, for example, or if you want to be sure your speakers do not receive meeting requests for the times when they are presenting. Setting up Exclusions one at a time can be a lengthy task, so the Exclusions import function is here to save you time.  

IMPORTANT: Before importing data, make sure you have added the following to the system:

  • Meeting timeslots (found under Setup > 'Meeting slots' on the right)

  • Meeting locations (found under Setup > 'Meeting points' on the right). Note that fixed/custom meeting locations must be added to Organizations or Attendees, not the meeting locations page. 

  • Attendees (can be imported under Import > 'Import attendees from file'). You can import fixed/custom meeting locations in the same file as the attendees.

We strongly advise you to import before you allow attendees access to the system, to avoid clashes with pre-existing availability changes.

  1. Download our spreadsheet template. Add the email address(es) of the Attendee(s) you wish to exclude into the first column of the template. 

  2. For each Attendee:

  • To block a full day, enter the day number in the 'day' column. For a one-day event, enter 1.  For a two-day event, running from Feb 25 to Feb 26, for example, for Feb 25 enter 1 and for Feb 26 enter 2.

  • To block a set of meeting slots, e.g. 08:40, 09:00, 09:20 on Day 1, add the day number, then the start time of the first slot under 'start_time', and the end time of the last slot under 'end-time'. See the examples in the image, right.
    You can use either 24hr or 12 hr notation, but you must use the following exact formats: 14:30 or 02:30PM

  • To block a single meeting slot, add the day number then the start_time of the meeting slot, e.g., 1    09:20

3. Save the file under a new name, then go to the Import page on Admin and click 'Exclusion import'.

4. Select 'Import exclusions from a file', click the Browse button, select the filename and click Next. 

4. The system will carry out a preliminary check for errors. These will be displayed in a notification bar, including the spreadsheet lines where they occurred. Correct any lines that have triggered an error, then select ‘Import exclusions from a file’ (linkout to [event_url]/importavailability/loadfile)] and re-import.

5. Click Import new exclusions. The system will take a few minutes to process these. 

6. The page will update when the exclusions have been created. This page will report any exclusions that could not be created.