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Managing event meetings and itinerary items

Add event meetings to specify the times in which users, such as sales representatives, can invite attendees for meetings in a event leg. Add itinerary items to define other activities that support the event.

An event meeting is a scheduled time slot that represents a meeting between event participants and attendees in an event leg; for example, a sales presentation for prospective investors. An event meeting defines the meeting type, time, attendees, and participants. There are two types of event meetings:

One-on-one meetings
Typically booked with contacts from a single company or institution.

Group meetings
Typically booked with contacts from more than one company or institution. A group meeting has a maximum number of attendees.

An itinerary item is a scheduled time slot that represents activities that support an event, other than event meetings, for example, travel arrangements for flight and hotel reservations.

An event coordinator creates meetings for legs that use the allocation booking option. After the event coordinator publishes the event, other users can add additional attendees to meetings. An event coordinator can select the Free Booking option to allow other users to create meetings in a leg. Both event coordinators and other users can add itinerary items to a leg.

Adding event meetings

Add event meetings to specify the meeting types and times that are available for users, such as sales representatives, to book with clients.

To create an event meeting, you specify the event leg in which the meeting occurs, create a time slot for the meeting, define the meeting type, add contacts and users to the meeting, and set the status for the meeting.

Info

The meeting must occur within the start and end dates of the leg.

To add an event meeting:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event to add a meeting to.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the leg, then select the Calendar subtab.
    The calendar displays for the event leg.
  4. In the calendar, click and drag a time slot. In the time slot, click Add , then select an item from the Event Meetings menu.
    For example, select the Sales Presentation meeting type.
    The Add Event Meeting dialog opens.

  5. For a group meeting, in the Max Attendees field, specify the maximum number of contacts for the meeting.

    Info

    If you add more attendees than the number of spaces entered in the Room Capacity field, which is the maximum number of people allowed for the meeting, the Attendees capacity exceeded message displays. An event coordinator can overbook a meeting by accepting the message. Users do not count against the maximum number of attendees.

  6. To invite contacts to attend the meeting:
    1. Click the Select button  beside For.
      The Participants dialog opens.
    2. Select a contact type and use the filter to narrow the search results.
    3. In the list on the left, select one or more contacts to invite to the meeting.
    4. Click Add to move the selected contacts to the right column, then click OK .
      The Participants dialog closes. The selected contacts are added to the meeting. The contacts also display in the Attendees tab in the For Contacts area.
  7. To assign users to the meeting:
    1. Click the Search button  beside Assign To , then choose the Select button .
      The Participants dialog opens.
    2. Use the filter to narrow the search results.
    3. In the list on the left, select one or more users from the list to assign the meeting to.
    4. Click Add to move the selected users to the right column, then click OK .
      The Participants dialog closes. The selected users are added to the meeting. The users also display in the Attendees tab in the Assign To Users area.
  8. [Optional] To confirm that users are available for the meeting:
    1. Click Find Free Time .
      The Find Free Time dialog opens. On the calendar, the highlighted row indicates the time booked for the meeting. The calendar also displays existing meetings and itinerary items for each user that you added to the meeting.
    2. To change the meeting time, highlight a different time slot.
    3. Click OK .
      The Find Free Time dialog closes.
  9. To set the meeting status, in the Status field, choose a status.
  10. [Optional] To define the principal firm for events that are run by multiple firms:
    1. In Booked By , click the Select button .
      The Booked By dialog opens.
    2. In the list on the left, select a company from the list to specify as the principal firm.
    3. Click Add to move the selected company to the right column.
    4. Click OK .
      The Booked By dialog closes.
  11. Specify the view and edit security settings for the meeting in the Security tab. Specify whether all users, a group of users, or only you can view or edit the meeting.

  12. Click OK . If a notification rule applies to the event meeting, the Notifications dialog opens and displays notification recipients. Otherwise, the Add Event Meeting dialog closes.

    Info

    A business administrator can allow you to modify recipients for an event meeting. If adding recipients to the notification is allowed, the Add button is available. If disabling notifications delivery is allowed, the Enabled checkboxes are available.

  13. [Optional] To add a user to the notification:
    1. Click the Add button, then select User .
      The Select User dialog opens.
    2. Select a user from the list, then click OK .
      The Select User dialog closes and the user is added to the list of recipients in the Notifications dialog.
  14. To add a user group to the notification:
    1. Click the Add button, then select User Group .
      The Select User Group dialog opens.
    2. Select a user group from the list, then click OK .
      The Select User Group dialog closes and users from the group are added to the list of recipients in the Notifications dialog.
  15. To disable delivery of the notification for a user, clear the Enabled checkbox for the user that you want disable delivery for.
  16. In the Notifications dialog, click OK
    The Notifications dialog closes and notifications are sent to notification recipients.

The meeting displays on the calendar. A colored circle on the meeting in the calendar indicates the meeting's status. A red X indicates cancelled, a green circle indicates open, orange indicates open with requests, and blue indicates reserved. A completed meeting displays [Completed].

Publish the event to make the meeting available to other users for booking.

Publishing events

Cancelling event meetings

Cancel an event meeting to indicate that the meeting should not occur. Cancelling an event meeting enables you to keep a record of the cancelled meeting. If you do not want to keep a record, you can delete the meeting instead.

To cancel an event meeting:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event that you want to cancel.
    The event's information displays in the tabs in the details area.
  3. In the details area, select the Legs tab. Select the leg, then select the Calendar subtab.
    The calendar displays for the event leg.
  4. In the calendar, right-click on the meeting and select Edit .
    The Edit dialog opens.
  5. In the Status field, select Cancelled .
  6. Click OK .
    The Edit dialog closes.

The event meeting is cancelled. If you want to change the status of a cancelled event meeting, you can open the Edit dialog and select a new status.

After you cancel an event meeting, the cancelled status for the meeting displays in the calendar for participants on their Schedule workspace. Participants may also receive a notification when an event meeting is cancelled if a business administrator has configured notifications for the participant. For more information about notifications, see Managing your notifications .

Related links

Deleting event meetings and itinerary items

Adding multiple event meetings

You can create event meetings that occur on multiple days within an event leg.

For example, you can create a lunch meeting that occurs on each day of a leg. You can also create multiple meetings within a daily time slot, such as a series of hourly one-on-one meetings for multiple days of the leg.

To add multiple event meetings:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event to modify.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the leg, then select the Calendar subtab.
    The calendar displays for the leg.
  4. In the calendar toolbar, click Add Schedule Item and select Add Multiple Meetings .
    The Add Multiple Event Meetings dialog opens.

  5. In the Add meetings for this date range fields, select start and end dates for the meetings.

    Info

    The meeting must occur within the start and end dates of the leg.

  6. In the Add meetings for this time range fields, select a daily start and end time for the meetings.
  7. In the Duration of meetings field, select whether to create one daily meeting or multiple daily meetings of a set duration within the time range.
    • To create one daily meeting, select Full length of time range .
    • To create multiple daily meetings, select a time value that is less than the time specified in Add meetings for this time range . For example, to create two conference calls that each last an hour, specify a two-hour time range and a 60-minute meeting duration.
  8. In the Time buffer field, specify the amount of time to insert between meetings.
    For example, specify an appropriate amount of time to allow attendees to travel between meeting locations.
  9. In Choose a meeting template , select a type of meeting.
  10. Choose OK .
    The Add Multiple Event Meetings dialog closes.

Meetings display in the calendar for the dates and times that you specify.

To add details for an individual meeting, such as the contacts to invite to the meeting, edit the meeting from the calendar. Publish the event to make the meeting available to other users, such as sales representatives, for booking.

Related links

Editing event meetings and itinerary items
Publishing events

Applying availability templates to event legs

Apply an availability template to an event leg to add predefined meetings to an event. An availability template is a daily meeting template that defines event meetings for a 24-hour time period. Event coordinators use availability templates to quickly create multiple meetings on a particular day or on multiple days in an event leg.

For example, an availability template might define breakfast, lunch, and dinner meetings for single day. An event coordinator could apply the template to quickly create breakfast, lunch, and dinner meetings for mulitple days in an event leg.

You can also apply an availability template to create multiple meetings within a daily time slot, such as a series of hourly one-on-one meetings in a single day.

You can apply availability templates to legs in an event's Calendar tab, or in the Calendar subtab for the event leg.

To apply an availability template to an event leg:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event in which to apply an availability template, then select the Calendar tab.
    The calendar for the event displays.
  3. At the top of the calendar, click Apply Availability Template , then select the event leg to apply an availability template to.
    The Apply Availability Template dialog opens. The leg that the template applies to displays below the Apply this template meeting to field.
  4. In the Apply this template meeting to field, select an availability template.
    The meetings defined by the template display in the Template Preview area.
  5. In the Apply the template to the following date range field, specify the date range to apply the template to.
  6. Click OK .

The system creates event meetings for each day in the specified date range.

Related links

Editing events

Adding itinerary items

Add itinerary items to an event to schedule other activities that support the event.

For example, plan travel arrangements for an event by creating itinerary items for flight and hotel reservations.

You must assign users to the itinerary item, and specify start and end times, and a status for the itinerary item.

To add an itinerary item:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event to add itinerary items to.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the event leg, then select the Calendar subtab.
    The calendar displays for the event leg.

  4. In the calendar, click and drag a time slot. In the time slot, click Add , then select an item from the Itinerary Items menu.
    For example, select the Flight itinerary item. The Add Event Itinerary Item dialog opens.

    Info

    If a service provider category was specified in the activity template for an event itinerary, then, when you are adding that itinerary item to an event, the list of service providers that is visible is limited to the ones that belong to that category. To show all service providers, regardless of service provider category, click the Clear button in the search field.

  5. To exclude the itinerary time from Event Schedule Reports, select Hide in Event Schedule Report . For more information about these reports, see Event reports .
  6. To invite contacts to the itinerary item:
    1. Click the Select button  beside For.
      The Participants dialog opens.
    2. Select a contact type and use the filter to narrow the search results.
    3. In the list on the left, select one or more contacts to invite to the itinerary item.
    4. Click Add to move the selected contacts to the right column, then click OK .
      The Participants dialog closes. The selected contacts are added to the itinerary item.
  7. To assign users to the itinerary item:
    1. Click the Search button , then choose the Select button beside Assign To .
      The Participants dialog opens.
    2. Use the filter to narrow the search results.
    3. In the list on the left, select one or more users from the list to assign the itinerary item to.
    4. Click Add to move the selected users to the right column, then click OK .
      The Participants dialog closes. The selected users are added to the itinerary item.
  8. To confirm that users are available for the meeting item:
    1. Click Find Free Time .
      The Find Free Time dialog opens. In the calendar, the highlighted row indicates the time booked for the itinerary item. The calendar also displays existing meeting and itinerary items for each user that you added to the itinerary item.
    2. To change the time slot for the itinerary item, highlight a different time slot.
    3. Click OK .
      The Find Free Time dialog closes.
  9. To set the status for the itinerary item, in the Status field, select a status.
  10. [Optional] To define the principal firm for events that are run by multiple firms:
    1. In Booked By , click the Select button .
      The Booked By dialog opens.
    2. In the list on the left, select a company from the list to specify as the principal firm.
    3. Click Add to move the selected company to the right column.
    4. Click OK .
  11. Specify the view and edit security settings for the itinerary item in the Security tab. Specify whether all users, a group of users, or only you can view or edit the itinerary item.
  12. Click OK .
    The Add Event Meeting dialog closes.

The agenda items displays in the calendar. Itinerary items that occur for more than two calendar days display at the top of the calendar, rather than in the daily time slots.

Publish the event to make the itinerary items available to other users, such as sales representatives.

Related links

Publishing events

Sending event meeting invitations

Send event meeting invitations to contacts and users from an event meeting.

An event meeting invitation is an email notification for an event meeting. Recipients respond to the invitation and NexJ CRM adds the meeting to their Microsoft Outlook Calendar. NexJ CRM also adds the meeting to the Schedule workspace for NexJ CRM users.

Info

You must enable Exchange synchronization for the current user to be able to send meeting invitations.

You can send an invitation to contacts who have a valid email address.


To send a meeting invitation:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event containing the meeting to send an invitation for.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Calendar tab.
    The calendar displays for the selected leg.
  4. In the calendar, right-click the meeting to send invitations from, then select Edit .
    The Edit dialog opens.

  5. In the Attendees tab, in the For Contacts list, select the checkbox beside each attendee that you want to send an invitation to.

    Info

    Contacts and users must have an email address specified in NexJ CRM . Otherwise, you cannot add a meeting invitation for the contact or user.

  6. Click OK .
    The Send Email Notifications dialog opens. NexJ CRM populates the invitation with the following information:
    • The current user in NexJ CRM who is sending the invitation.
    • The contacts and users who are meeting attendees.
    • The meeting type, location, start and end times, attachments, and notes.
  7. In the Send Email Notifications dialog, ensure that Email all attendees is selected. Then, click OK .
    The Send Email Notifications and Edit dialogs close.

An email invitation is sent to the selected attendees. In the Attendees tab, the notification status updates in the For Contacts list from Not Sent to Sent followed by the date and time at which the invitation was sent.

Sending meeting confirmation emails

You can send meeting confirmation emails that contain information about an event meeting to the contacts and users attending the meeting. NexJ CRM populates the confirmation email with information about the meeting and the event to which the meeting belongs. You can edit the contents of the confirmation email.


Info

A meeting must be confirmed before you can send a confirmation email.

To send meeting confirmation emails:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event containing the meeting to send a confirmation email for.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Calendar tab.
    The calendar displays for the selected leg.

  4. In the calendar, right-click the meeting to send a confirmation email for, then select Email Confirmation . The Meeting Confirmation Email dialog opens. NexJ CRM populates a meeting confirmation email with the following information:
    From
    The current user in NexJ CRM.
    Recipients
    The contacts and users who are meeting attendees.

    Contacts and users must have an email address specified in NexJ CRM. Otherwise, the contact or user is not added to the meeting confirmation email.

    Email Subject
    The name of the event to which the meeting belongs.
    Email Body
    The meeting date, start and end time, type, attendees (including internal attendees), location, and notes. The email body also contains event overview, sector, and market cap information.

  5. [Optional] Edit information in the confirmation email.
  6. Click Send .

The meeting confirmation email is sent to recipients.

Info

You can also open the Meeting Confirmation Email dialog from a meeting's Attendees tab.

Adding related items to event meetings and itinerary items

Track an event meeting or itinerary item by associating it with a related lead, campaign, opportunity, product, service request, or account.

To add a related item to an event meeting or itinerary item:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event to modify.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the event leg, then select the Calendar subtab.
    The calendar displays for the leg.
  4. In the calendar, right-click the meeting or itinerary item to associate related items to, then select Edit .
    The Edit dialog opens.
  5. Click the Related tab, then click Select next to the related item type.
    For example, select Campaign to choose a campaign to associate with the meeting or itinerary item.
    The Select dialog opens.

  6. Locate and select the related item, then OK .

    Info

    You can associate only one lead, campaign, opportunity, service request, and account with the meeting or itinerary item. You can associate multiple products.


    The Select dialog closes.

  7. Click OK .
    The Edit dialog closes.

The meeting or itinerary item is now associated with the related item that you selected. A related icon displays in the Edit dialog for the meeting and itinerary item. The meeting or itinerary item also displays in the related item.

For example, for a lunch meeting related to an existing lead, the Has Lead icon displays in the Edit dialog for the meeting, and the meeting displays for the lead in Activities tab in the Leads workspace.

Adding feedback to event meetings

Add a feedback item to an event meeting to schedule or provide feedback for the meeting.

To add feedback to an event meeting:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event to modify.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the event leg, then select the Calendar subtab.
    The calendar displays for the leg.
  4. In the calendar, right-click the meeting to add feedback to, then select Edit .
    The Edit dialog opens.
  5. Select the Related tab.
  6. In the Feedback subtab, click Add and select Feedback.
    The Add Event Meeting Feedback dialog opens.
  7. Fill out the fields in the dialog to schedule or provide feedback, then click OK . The Assign To, Tickers , Sector/Industry , Start , and Due fields are prepopulated based on the corresponding event meeting.
    The Add Event Meeting Feedback dialog closes. The feedback item displays in the Feedback subtab.
  8. Click OK .
    The Edit dialog closes.

The feedback item is scheduled or recorded for the meeting.

Requesting feedback from attendees

Request approvers and event coordinators can request feedback from attendees for an event. The feedback request applies either to all meetings or all confirmed meetings in an event.

After requesting feedback, the event coordinator and users in the Assign To field are assigned a feedback task, which they can access on the Contacts or Schedule workspace. Users enter feedback in the Feedback field in the task, then mark the task as complete. You can see the status of feedback tasks in the Related tab in the Edit dialog for a meeting on the Events workspace.

To request feedback from attendees for an event:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display
  2. In the event list, click the Action button  for the event you want to request feedback for, then select Request Feedback .
    The Request Feedback dialog opens.
  3. You can select Confirmed Meetings to only request feedback for confirmed meetings or select All Meetings to get feedback for all meetings.
  4. Click OK .
    You will receive a message showing how many meetings the system will create feedback tasks for and you will be prompted to confirm that you want to continue. Click Yes to continue.

The feedback tasks are created for the event meetings.

You may receive notifications regarding event meeting feedback if your business administrator has configured notifications for you.

Adding attachments to event meetings and itinerary items

Add an attachment to an event meeting or itinerary item to make the attachment available to users who access the meeting or itinerary item.

To add an attachment to an event meeting or itinerary item:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event to modify.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the event leg, then select the Calendar subtab.
    The calendar displays.
  4. In the calendar, right-click the meeting or itinerary item to add an attachment to, then click Edit .
    The Edit dialog opens.
  5. In the Attachments tab, click the Add Attachment button , then click the file selection button that displays.
    A file selection button displays.
  6. Click the file selection button. In your browser, locate and select the file to attach, then click Open .
    The attachment name displays in the left column and a preview of the attachment displays in the right column.
  7. Click OK .

The attachment is added to the meeting or itinerary item. The Has Attachment icon displays at the top right of the Edit dialog box for the meeting or itinerary item.

Editing event meetings and itinerary items

Edit meetings and itinerary items to update information such as status or the contacts invited to attend.

Your ability to edit an event meeting depends on which booking options have been selected by your event coordinator for the event. For example, you can edit event meetings for a free booking event, but not for an allocation event. For more information, see Booking options and Adding events .

To edit event meetings and itinerary items:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event in which to edit meetings or itinerary items.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the event leg, then select the Calendar subtab.
    The calendar displays for the leg.
  4. In the calendar, right-click the meeting or itinerary item and select Edit My Attendees to add or remove attendees, even after the attendees have confirmed they are attending.
  5. In the calendar, right-click the meeting or itinerary item to edit, then select Edit .
    The Edit dialog opens.
  6. Modify the meeting or itinerary item.
    For example, you can make the following changes for meetings and itinerary items:
    • Change the date and time period
    • Change the status
  7. Click OK .
    The Edit dialog closes.

The updated information is saved for the meeting or itinerary item.

Related links

Adding related items to event meetings and itinerary items
Adding feedback to event meetings
Adding attachments to event meetings and itinerary items

Deleting event meetings and itinerary items

Delete event meetings and itinerary items to permanently remove them from NexJ CRM .

Cancel a meeting to keep a record of the cancelled meeting in the calendar.

Note

This action cannot be undone.


To delete an event meeting or itinerary item:

  1. In the Events workspace, select the Event List tab.
    The event list and details areas display.
  2. In the event list, select the event in which to delete a meeting or itinerary item.
    The event's information displays in the tabs in the details area.
  3. In the event details area, select the Legs tab. Select the event leg, then select the Calendar subtab.
    The calendar displays for the leg.
  4. In the calendar, right-click the meeting or itinerary item to delete, then select Delete .
    A confirmation dialog opens.
  5. In the confirmation dialog, click Delete .
    The confirmation dialog closes.

The meeting or itinerary item is removed from the system.

Related links

Editing event meetings and itinerary items
Cancelling event meetings