To begin setting up a space for your meetings, start by navigating to the meeting section and clicking the "Add Room" button. This will open a form where you can enter all the necessary details about the room and any specific preferences like who can schedule meetings or the start and end time of the meeting.
Once the details are filled in, you can assign specific users or entire user groups who should have access to this room. This helps ensure that only the intended participants can view or schedule meetings within the room based on the permissions you’ve set. After reviewing all inputs and settings, click "Save" to create the room. The room will now appear in your list, ready for meetings to be scheduled as per its defined settings.
If you want to allow users to schedule meetings within this room, enable the "Allow users to schedule meetings in this room (limited to room preferences)" option. This will let users schedule meetings, but only within the restrictions set by the room preferences. If you don’t want users to schedule meetings, simply disable this option.
Creating a New Meeting
To create a new meeting, go to the meeting section and click on the “New Meeting” button. One of the first steps is to choose the meeting type. You can select from Public Meeting, Private Meeting, or Break depending on your needs.
Public Meeting
Select Public Meeting and enter all the necessary details such as the meeting title, description, date, and time. You can assign multiple Meeting Managers who will have control over the meeting. Additionally, you can select multiple users or user groups who are allowed to send meeting requests for the session. If you want meeting requests to be automatically accepted without needing manual approval, simply enable the “Auto Approve Meeting Request” option. This helps streamline the scheduling process and ensures meetings are confirmed faster.
Private Meeting
When you select the Private meeting type, access to the meeting is restricted to only those users who are explicitly invited. This ensures full privacy and controlled attendance, making it ideal for confidential discussions or focused sessions. While setting up a private meeting, you can assign multiple individual users as participants, but user groups cannot be selected in this mode. Enter the necessary meeting details, choose your participants carefully, and click Save to schedule the session with restricted access.
Break
Select the Break meeting type when you want to pause the ongoing session and give participants time to rest or network before continuing. This is especially useful during long meetings or events where scheduled breaks help maintain focus and energy. While creating a break, enter all the necessary details, including a break title and the break start and end time. Once all fields are filled out, click Save to schedule the break within the room or session timeline.
Import and Export Meetings with Ease
To manage your meeting data efficiently, use the Export and Import options available in the meeting section. To export data, simply click on the Export button and choose whether you want to export the Meeting List or Meeting Ratings. This allows you to download the selected information in a structured format for record-keeping or analysis. For importing meetings, click on Quick Actions and select either Import Meeting Public or Import Meeting Private, depending on the type of meetings you're adding. Upload the appropriate file in the supported format, and the system will process and populate the meetings accordingly.
Meeting Related Settings
To access additional meeting-related settings, click on the Settings icon located in the meeting section. This will open up advanced configuration options where you can customize meeting behavior, permissions, notifications, and other preferences based on your needs.
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