Table of Content

  • Overview

  • Scheduling a meeting

    • Schedule a meeting from the Schedule tab

    • Schedule a meeting from the People tab

  • Managing Invites

  • Joining a meeting

    • Meeting Table Controls

  • Enable Do not disturb mode

  • Points to keep in mind


Overview


Now, never miss an opportunity to network with fellow participants. With scheduled meetings, you can send private meeting requests to an individual or a group. Host private roundtables or book 1:1 facetime with your peers.




Insight

  • Schedule meeting is available only on the Conference format
  • All participants (Event Organizers, Speakers, Attendees & Exhibitors) can schedule a meeting anytime during the event duration. 
  • You can add up to 8 participants for a meeting.
  • The minimum duration of a meeting should be 5 minutes.



Scheduling a Meeting


You can schedule a meeting in two ways on Airmeet platforms:


1. My Schedule Tab

As a requestor, you can directly go to the “My schedule” tab under the Schedule section of the platform and book a meeting with other participants.




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. The meeting duration can be a minimum of 5 minutes.

  • Add People: You may invite up to 8 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 name. 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.




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. The meeting duration can be a minimum of 5 minutes.

  • Add People: You may invite up to 8 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 name. 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.



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; via the schedule tab under the schedule section. From there, they can accept or decline the invite.


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 invitees’ schedules.



Joining a Meeting


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



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.

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.

  • Fullscreen 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 sessions tab or lounge, he would be kicked out of the meeting and enter/Join that particular session or table.



Do not disturb mode


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

Step 1: During the event go to the My schedule section (Schedule tab > My schedule)

Step 2: Toggle the do not disturb option towards the right side.

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




Points to Keep in Mind


  • The Scheduled Meetings are available in the Conference format only

  • Participants joining via mobile applications/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 8 participants for one meeting.

  • Currently, the meetings can be scheduled within the bounds of the start and end times of an event. In other words, the meeting time must be during the event.

  • Once a meeting has been scheduled, participants cannot reschedule it. They can only schedule a new meeting.

  • The meeting will be deleted if the event organizer has blocked the requestor.