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Meetings

Quick Links

Interface Preview · Quick Start · Who this is for · Before You Start · Meeting Availability · Single-Date Edit · Bulk Edit · Input Rules & Validation · Meeting Requests · Tips · Troubleshooting

Screenshots & Videos

Place real assets under /images and /videos using root paths.

📌 Why Meetings?

Structured 1:1 scheduling that respects event dates, configured hours, and slot lengths—preventing clashes and keeping confirmations in one inbox.

Plan and manage 1:1 meetings during an event. Exhibitors set their available hours; visitors request a slot. The system validates slots, prevents overlaps, and keeps everything scoped to the event dates.

Interface Preview​

Availability List Meetings Modal List

Quick Start​

  • Define availability slots
  • Send meeting requests
  • Track confirmations

Who this is for​

  • Exhibitors: configure your available dates/times and slot length per day
  • Staff/Admin: review incoming meeting requests for an exhibitor
  • Visitors: request a meeting from an exhibitor’s public profile

Before You Start​

  • User must have Exhibitor access for the event and permission to manage meetings
  • Event must have valid start and end dates; availability is limited to this window

Meeting Availability (Exhibitor)​

Path: Event > Exhibitor Profile > Meetings > Availability

Capabilities​

  • Edit single or multiple dates (bulk edit)
  • Mark any date as Closed
  • Add multiple time ranges per date (e.g., 09:00–12:00 and 14:00–19:00)
  • Choose slot length per date: 15, 30, or 60 minutes

Interface​

  • List of event dates with availability & slot length badge
  • Edit button → “Edit Availability” modal:
    • Closed toggle to block all meetings
    • Slot length selector (15/30/60)
    • Time ranges editor: add/remove rows
    • Bulk edit: select multiple dates via day chips

Screenshots

  • Availability list: Availability list
  • Edit modal (single): Edit modal single
  • Edit modal (bulk): Edit modal bulk

Video: Managing availability (1 min) → /videos/meetings-availability.mp4

Single-Date Edit​

  • Click Edit next to a date
  • To open day: toggle Closed OFF, add ≥1 time range
  • To close day: toggle Closed ON
  • Pick slot length (default 30 min)
  • Save

Bulk Edit​

  • Click Edit Multiple Dates
  • Select dates via day chips
  • Set Closed ON/OFF and add time ranges
  • Pick slot length (preselected if uniform; can be changed)
  • Save to apply to all selected dates

Input Rules & Validation​

FieldRules
Date(s)Single date YYYY-MM-DD or array required
ClosedIf ON, no time ranges required
Time ranges≥1 row required; Start/End in HH:MM; End > Start
Slot lengthMust be 15, 30, or 60 min; per date; bulk edit applies same slot to all selected

Saved Data:

  • Availability per date (list of time ranges)
  • Slot length per date (15/30/60)

Common Messages:

  • Success: “Availability updated!”
  • Errors:
    • “Add at least one time range or mark the day(s) as closed.”
    • “End time must be after start time.”

Meeting Requests (Inbox)​

Path: Event > Exhibitor Profile > Meetings > Requests

Interface​

  • Paginated list (newest first) of requests
  • Columns: Requester name/email/phone, requested date/time, message snippet, submission timestamp

Screenshot: Requests
Video: Viewing requests (30s) → /videos/meetings-requests.mp4

Visitor Request Flow​

  • Visitor selects date/time slot from exhibitor profile
  • System validates:
    • Date/time within event window
    • Date must be open with available time ranges
    • Time aligns with slot length (15/30/60)
    • Slot not already booked

Request Form Fields​

  • Date and time (YYYY-MM-DD HH:MM) — required
  • Name — required, max 255 chars
  • Email — required, valid email
  • Phone — optional, max 40 chars
  • Message — required

Validation & Booking Logic​

  • Event window: must fall within event start/end
  • Availability: day open, configured ranges
  • Slot matching: aligns with slot length
  • Double booking: prevented
  • Success → request saved, success message
  • Failure → clear error (e.g., “Selected time slot is not available.”)

Tips​

  • Keep ranges tight to avoid excess slots
  • Use bulk edit to copy working hours across dates
  • Prefer 30-minute slots for standard meetings

Troubleshooting​

IssueResolution
Can’t save availabilityEnsure Closed is ON or add ≥1 time range with End > Start
Bulk edit didn’t change slot lengthConfirm selected dates (active chips) and slot button highlighted
Visitors report time unavailableVerify time aligns with slot length and within day’s ranges
Requests not visibleConfirm correct event & exhibitor profile; check meeting permissions

Last updated: 2025-11-03