(For the persona of Distributor Administrators only)
Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”:
Distributor administrators will be asked to choose which venue the new meeting will belong to:
(Venue administrator and Venue Operations team members only)
Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”. All meetings created by venue staff are associated with the venue, so there is no requirement to choose a venue as a first step.
(Distributor administrators, venue administrator, and venue operation team members)
Next, choose the package type:
– File collection only
– File collection & session room agent.
The “Opportunity number” is a required field and will appear on the CTI invoices to help track the package purchase for the specific event. No formatting rules are enforced in the Opportunity number field – anything other than “no value” is accepted.
The next step is to provide the meeting name and dates.
The system will enforce the maximum number of days for the package type chosen.
– File Collection Only: Limit of 3 days for an event.
– File Collection & session room agent: Limit of 7 days for an event.
Once all fields are filled in correctly, the user will receive a message that a meeting has been successfully created.
Note that the new meeting will appear in the list of meetings.
After creating a new meeting, the meeting details can be completed and edited by accessing the “Meeting setup” menu item. The tabs available under Meeting setup” menu item will vary by Package. All Packages will have Meeting info, Meeting staff and Collection site. Packages using the presentation management agent will have Rooms and Session room tabs. Packages with the recording or virtual meeting components will include additional fields in the session room tab as well as a virtual meeting tab.
Once a Package is chosen, it cannot be changed. Therefore, the “Package option field” is read-only.
Meeting dates can be edited. The following rules are applied:
– Start date cannot be set to something in the past
– Start date cannot be changed if the threshold date is exceeded
– Start date cannot be changed if the meeting has started
– Start date change WILL update end date to be the same total number of days (no message)
– End date can be edited but will validate that End date and Start date do not exceed venue package number of meeting days
Meeting time zone is inherited from the Venue details and cannot be changed in the Meeting details
Tech support email will be defaulted to the Venue default tech support email. It can be edited for the specific meeting in the Meeting setup, but the email must be whitelisted, otherwise the system will not save this email.
File collection only package: Two other tabs are available in the Meeting setup page – Meeting staff and Collection site.
Setting up the dates the collection site will be open, the header to use and the instructions that are displayed on the presentation upload page are managed in the Collection site tab. Managing the Meeting staff is described in the other How-to.
File collection & session room agent: In addition to Meeting staff and Collection site, two other tabs are available in the Meeting setup page – Rooms and Session room.
As well, the Collection site tab has an option to control the Presentation block format, which defines what of the presentation attributes (e.g., Presentation Title, Room and Presentation Start / End times) are visible to the presenter on the collection site.
The Rooms tab has a list of available rooms. File collection & session room agent has 5 rooms available.
To edit the name of the room, click on the pencil icon and enter the new name for the room.
Note that any location with the letters “[Open]” (case insensitive) in any part of its name will be removed from the selection options in the Meeting agenda dashboard.
The “Session room application key” will be requested when logging into a Session room by clicking the link on the home page. This key is automatically generated but can also be edited.
Another way to log in to a Session room is to click the blue arrow icon. This will directly navigate to a chosen session room without asking for a session room application key.
The Session room tab is covered in its own How-to.