TABLE OF CONTENTS

1. Overview

2. Scheduling a Meeting

    2.1. Schedule Meeting

    2.2. Participant's a profile/Direct message

3. Managing the Invites

4. Joining a Meeting

5. Enable do not disturb mode 

6. Points to keep in mind

1. Overview

Now, never miss an opportunity to network with your fellow attendees. With scheduled meetings, you can send private meeting requests to individuals or groups. Host private roundtables or book 1:1.

2. Scheduling a Meeting

There are two ways to schedule a meeting on Airmeet platforms:

2.1. Schedule Meeting

As an attendee, you can directly go to the “schedule” tab placed on the right-hand side of the event and book a meeting with other attendees.

Step 1: Click on the “+ New Meeting” icon, which opens a modal populating field to be updated.

• Meeting Title: Give a title to your meeting.

• Meeting Date: Enter the meeting date (within the Event date range).

• Start Time/End Time: Enter the meeting start and end time. 

• Duration: Enter the duration of the meeting. The maximum meeting duration could be up to 60 minutes.

• Add People: You may invite up to 15 participants to a meeting from the list of registered participants for a particular event. 
  Online participants (present at the event) will be shown a green dot against their names. You can also invite registered participants who are not online but will be available during the meeting.
  
  

Step 2: Once the meeting setup is done, you can send the invitation.

• An email invite would be sent to the invitee's on their registered email id after the invite is being sent.
  (Not applicable if event entry for the event selected is: Register without email verification)

2.2. Participants profile/Direct message

As a requestor, you can directly go to the “People” tab and book a meeting with the participant. It can be performed on the Direct messages tab.

Step 1: Hover over the participant’s profile and click on the “Schedule meeting,” which will open a modal with the following information for you to populate.

• Meeting Title: Give a title to your meeting.

• Meeting Date: Enter the meeting date (within the Event date range).

• Start Time/End Time: Enter the meeting start and end time.

• Duration: Enter the duration of the meeting. The maximum meeting duration could be up to 60 mins.

• Add People: You may invite up to 15 participants to a meeting from the list of registered participants for a particular event. 
  Online participants (present in the event) will show a green dot against their names. You can also invite registered participants who are not online but will be available during the meeting.

Step 2: Once the meeting setup is done, you can send the invitation.

3. Managing the Invites

When a meeting is scheduled, the recipients are notified when they enter the event - or immediately if they are in the event already from the 'My Meetings' section. From there, they can accept or decline the invitation.

After the attendees accept or reject, the requestor will receive a notification.

If accepted, the requestor can enter the meeting 5 minutes before the scheduled time to get ready.

Note: Participants can decline the meeting even after accepting the invite anytime.

At the time of the meeting, you would see a pop-out notification on the top right side of the platform.

Note: The time displayed for this notification is based on the recipient's local time.

If declined, the participants will be automatically removed from the invitee list.

The requester can cancel the meeting, eventually removing the meeting request from all the invitee's schedules.

4. Joining a Meeting

After an invitation is accepted, invited participants will be notified 5 minutes before the meeting time and at the start time.

Participants can also join the meeting 10 minutes prior to the actual time of the meeting as well.

If a meeting invite is created less than 5 mins before the meeting time, the invite popup will show the join & dismiss option.

As soon as you click on Join Meeting, a private table opens up, and you can interact with other participants who joined the meeting.

4.1. Meeting Table Controls

As a participant, you will have the following controls

• Turn on Video & Mic

• Share Screen (One person at a time and can be accessed when more than one person has joined the meeting)

• Table Chat

• The settings icon helps in changing the camera & mic input.

• Full-screen the meeting & change the layout to gallery view, active speaker view & spotlight view.

Navigating to other sides of the platform

While in a meeting, participants can view other platform sections like reception, sessions tab, lounge, and booths. Participants can also take part in event feed and event-level polls while being at a meeting.

If a participant clicks on the Join session or Join table from the schedule tab or lounge, he would be kicked out of the meeting and enter/Join that particular session or table.

5. Enable the do not disturb mode 

If you wish not to receive any meeting invites from others, you can enable the DND mode.

Step 1: During the event, go to the Schedule tab.

Step 2: Toggle the "Allow meeting requests" option towards the right side.

After enabling the DND mode, others won't be able to send you a meeting request.

6. Points to keep in mind

• Participants joining via mobile-web can’t be invited to the meeting.
• The event organizer and other participants can't view or join your meeting until they are invited to the meeting.
• You can only invite up to 15 participants for one meeting.
• Currently, the meetings can be scheduled within the bounds of an event's start and end times. In other words, the meeting time must be during the event.
• The minimum duration of a meeting should be 5 minutes & a maximum of 60 minutes.
• Once a meeting has been scheduled, participants cannot reschedule it. They can only schedule a new meeting if the event organizer has deleted the meeting.
• An email invitation would be sent out to the meeting participants on their registered email id post the meeting request is created (Not applicable if event entry for the event selected is: Register without email verification).
• The email invitations sent to meeting participants cannot be disabled from the backend as of now.

Need more help? Contact support@airmeet.com or visit our 24*7 Support Lounge.