After creating event legs, event meetings, and itinerary items for an event, publish the event to make it available to users, such as sales representatives.

Publishing events

Publish an event to allow users, such as sales representatives, to view the event and book meetings with investors.

You publish an event by changing security settings for the event.

To publish an event:

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 publish.
   The event's information displays in the tabs in the details area.
3. In the event banner, click Edit.
   The Edit dialog opens.
4. To set view and edit permissions for users, in the Security tab, do one of the following:
   • To make the event available to all users, select Public.
   • To make the event available to a specific set of users:
     1. Select Private.
     2. Click Select. The Select User dialog opens.
     3. Use the filter to narrow the search results.
     4. In the list on the left, select one or more users to make the event available to.
     5. Click Add to move the selected users to the right column.
5. Click OK.
   The Edit dialog closes.

The event is now available for other users to book meetings.

Meeting requests and users

Event coverage roles determine which actions you can perform on event meeting requests. Other users of event meeting requests functionality include, for example, sales representatives.

The following table shows the actions that can be performed on event meeting requests by a user for allocation events.

Meeting request actions by user

Inviting contacts to event meetings

Users, such as sales representatives, invite contacts to event meetings by adding the contacts to a meeting request.

To invite contacts to attend a 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 in which to request a meeting.
   The event's information displays in the tabs in the details area.
3. In the Legs tab, select the leg in which to request a meeting, then select the Calendar subtab.
   The calendar displays.
4. [Optional] To view existing meeting requests:
   1. In the calendar, right-click the meeting and select View Requests.
      The Meeting Request dialog opens. Requests for the meeting display in a list.
   2. To narrow the list of meeting requests, specify filter criteria, then click Run.
      You can filter by meeting status, tier service level for contacts, start date of the meeting, favorite meetings, or by company.
   3. Click OK.
      The Meeting Request dialog closes.
5. To select the contacts to invite to a meeting:

   1. In the calendar, right-click the meeting and select Request/Book a Meeting.
      

      Info

      In order for the Request/Book a Meeting menu option to be available, the event coordinator must have selected Allocation for the booking option for the event. The Request/Book a Meeting menu option will not be available for events that use the Free Booking option.

      The Meeting Request dialog opens.

   2. In the Details tab, click the Select Attendees button . The Participants dialog opens.
      

      Info

      To narrow the search results, select a contact type and use the filter.

   3. You can submit one meeting request for multiple attendees. In the list on the left, select contacts to invite to the meeting as attendees.

   4. Click Add to move the selected contacts to the right column, then click OK. The Participants dialog closes and the contacts are added to the meeting request.

      Info

      If your meeting request contains multiple attendees, the meeting request is split into single meeting requests, which are submitted automatically. One request is automatically submitted for each attendee.

6. To edit information for a meeting attendee before submitting the invitation:
   1. Select an attendee in the Requested Attendees list. Information for the attendee displays on the right-hand side of the Details tab.
   2. Click on Edit Communication to modify communication methods for the attendee.
      These changes also apply to the contact's record.
   3. Modify the attendee's share ownership percentage and sales owners (sales representatives who represent external clients and may not attend the meeting) for the attendee in the event.
   4. Add additional internal attendees (users responsible for the creating the meeting booking and who will attend the meeting with external clients) to the meeting request. Internal attendees are added the meeting if the request is approved.
   5. Add notes to the meeting request for yourself or for other users, such as the request approver.
   6. Click OK.
      The Meeting Request dialog closes. In the calendar, an orange circle displays on the meeting to indicate the Open with Requests status.

The contacts that you added to the meeting request display in the Requests tab for the leg. Invitations to attend the meeting are sent to the requested contacts. If allocation is enabled for the event or leg, the meeting request must be approved before invitations are sent. A request approver must accept requests before attendees are added to the meeting.

Approving event meeting requests

Request approvers and event coordinators accept meeting requests from other users, such as sales representatives to add attendees to event meetings. Request approvers can also reject or cancel requests.

To accept, reject, or cancel event meeting requests:

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 approve meeting requests.
   The event's information displays in the tabs in the details area.
3. Select the Requests tab.
   The most recent meeting request displays first.
4. To narrow the list of meeting requests, specify filter criteria, then click Run.
   You can filter by meeting status, tier service level for contacts, start date of the meeting, favorite meetings, or by company.
5. To accept, reject, or cancel a meeting request, do one of the following:
   • To accept a meeting request:
     1. In the Accept column, click the Accept button  beside the meeting request.
     2. In the Accept Request dialog, click Yes.
   • To reject a meeting request:
     1. In the Reject column, click the Reject button beside the meeting request.
     2. In the Reject Request dialog, click Yes.
   • To cancel a meeting request:
     1. Click the Action button  beside the meeting request and select Cancel.
     2. In the Cancel Request dialog, click Yes.

   Meeting requests can only be cancelled once. If an accepted meeting request is cancelled, the attendees are removed from the meeting.

   You can accept, reject, or cancel multiple meeting requests at once by selecting Select all, clicking on Actions, and selecting the required action. You will prompted to confirm that you want to continue. Click Yes to continue. Instead of using Select all, you can also select one or more meeting requests by selecting the checkboxes beside them.
   The status of the meeting updates to Accepted, Rejected, or Cancelled.

The attendees and participants list updates for the meeting.

To finalize the meeting, change the status of the meeting to Confirmed. Other users cannot request more attendees for a confirmed meeting.

Related links

Confirming event meetings

Editing meeting requests

Event coordinators and meeting request creators can edit meeting requests that are pending.

If a meeting request has been accepted, it cannot be edited.

To edit a meeting request:

1. In the Events workspace, select the Event List tab.
   The event list and details areas display.
2. In the event list, select the required event.
   The event's information displays in the tabs in the details area.
3. Select the Requests tab.
   The most recent meeting request displays first.
4. To narrow the list of meeting requests, specify filter criteria.
   You can filter by requests you have created, meeting status, tier service level for contacts, start date of the meeting, or by company.
5. Click the Action button  beside the meeting request and select Edit.
   The Edit dialog opens.
6. In the Details tab, you can click the Select Attendees button to open the Participants dialog and make changes to the list of attendees.
7. Click OK when you have completed your changes.
   The Participants dialog closes and the updated list of attendees displays in the Details tab.
8. [Optional] To edit information for a meeting attendee:
   1. Select an attendee in the Requested Attendees list. Information for the attendee displays on the right-hand side of the Details tab.
   2. Click on Edit Communication to modify communication methods for the attendee.
      These changes also apply to the contact's record.
   3. Modify the attendee's share ownership percentage and sales owners (sales representatives who represent external clients and may not attend the meeting) for the attendee in the event.
   4. Add additional internal attendees (users responsible for the creating the meeting booking and who will attend the meeting with external clients) to the meeting request. Internal attendees are added the meeting if the request is approved.
   5. Add notes to the meeting request for yourself or for other users, such as the request approver.
   6. Click OK.
      The Edit dialog closes. In the calendar, an orange circle displays on the meeting to indicate the Open with Requests status.
9. To save your changes, click OK.

The updated information is saved for the meeting request.

Moving meeting requests

Users, such as sales representatives, can move unapproved meeting requests that are in a pending state to a different open meeting. For example, your meeting request may been declined for one meeting and you would like to try a different meeting.

To move a pending meeting request:

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.
   The event's information displays in the tabs in the detail area.
3. Select the Requests tab.
   The most recent meeting requests display first.
4. Select the meeting requests that you want to move, click Actions above the list, and Move Request.
   You will be prompted to confirm that you want to move all pending meeting requests which have been selected.
5. Click Yes to proceed with moving the meeting requests.
   The Request/Book a Meeting dialog opens.
6. Click Request beside the new meeting that you want to move the meeting request to.
   The Request/Book a Meeting dialog closes.

The meeting requests are moved to the new meeting. You can view the moved meeting requests for the new meeting by right-clicking on the new meeting in the calendar and selecting View Requests.

Editing attendees for an approved meeting request

Users with the appropriate privileges can add or remove attendees directly from an approved meeting request without needing to delete or recreate the request. For example, you may have previously booked a participant who is now unable to attend the meeting and you want to replace them with a different participant. You must be the creator of the meeting request (user, event coordinator, or request approver), the sales owner, or the booking owner in order to edit the attendees for a meeting request after it is approved.

To edit the attendees:

1. In the Events workspace, select the Event List tab.
2. In the event list, select the event in which to request a meeting.

3. In the Legs tab, select the leg in which to request a meeting, then select the Calendar subtab.

   Info

   Privileged users can also edit attendees from the Requests tab.

4. In the calendar, right-click the meeting and select Edit My Attendees.
   The Edit My Attendees dialog opens.
5. [Optional] To add or remove attendees:
   • Add new attendees by clicking the Select button  to open the Participants dialog. Click OK when you are finished. The Participants dialog closes.
   • Remove an attendee by clicking the Action button  for the attendee you want to remove and selecting Remove. You will be prompted to confirm that you want to delete the attendee. Click Delete to delete the attendee.
6. [Optional] To edit information for an attendee:
   1. Modify the details for the attendee by clicking the Action button  for the attendee you want to edit, selecting Edit, and making your changes in the Edit dialog.
   2. Modify the attendee's share ownership percentage and sales owners (sales representatives who represent external clients and may not attend the meeting) for the attendee in the event.
   3. Add additional internal attendees (users responsible for the creating the meeting booking and who will attend the meeting with external clients) to the meeting request. Internal attendees are added the meeting if the request is approved.
   4. Add notes to the meeting request for yourself or for other users, such as the request approver.
   5. Click OK.
      The Edit dialog closes.
7. Click OK when you are done modifying the attendees.
   The Edit My Attendees dialog closes.

Your changes to the attendees are made.

Rebooking attendees from one meeting request to another

An event coordinator can rebook the meeting request for another meeting without having to delete and recreate the request. Event coordinators can rebook attendees from meeting requests with any status.

To rebook attendees:

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.
   The event's information displays in the tabs in the details area.
3. Select the Requests tab.
   The most recent meeting requests display first.
4. Click the Action button  beside the meeting request and select Rebook Attendees.
   The Request/Book a Meeting dialog opens. The dialog displays a list of the meetings that you can rebook the attendees into.
5. To view details for a meeting, hover your cursor over the meeting in the list.
   Additional information about the meeting displays in a tooltip.
6. For the meeting that you want to rebook the attendees into, click Book.
   The Request/Book a Meeting dialog closes.
7. In the Warning dialog, click OK.

The attendees are booked into the meeting that you selected. The meeting request is also approved.

Submitting new meeting requests for an allocation booking leg

You can create a new meeting request for a meeting in an allocation booking leg. For example, you may want to submit a new meeting request if your original meeting request was rejected erroneously or is pending for one time period in the schedule and you would like to reschedule the meeting for another time period.

To create a new meeting request for a meeting in an allocation booking 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.
   The event's information displays in the tabs in the details area.
3. Select the Requests tab.
   The most recent meeting requests display first.
4. Click the Action button  beside the meeting request and select Submit a New Request.
   The Request/Book a Meeting dialog opens. The dialog displays a list of meetings for the different legs in the event.
5. To view details for a meeting, hover your cursor over the meeting in the list.
   Additional information about the meeting displays in a tooltip.
6. Click Request beside the meeting in the list.
   The Meeting Request dialog opens.
7. Edit details of the meeting request as necessary. For example, edit attendees for the meeting.
8. Click OK.
   The Meeting Request and Request/Book a Meeting dialogs close.

A new meeting request is created for the attendees that you specified.

Booking attendees for a free booking leg

You can reschedule attendees into meetings in a free booking leg.

To book an attendee into a 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.
   The event's information displays in the tabs in the details area.
3. Select the Requests tab.
   The most recent meeting requests display first.
4. Click the Action button  beside the meeting request and select Submit a New Request.
   The Request/Book a Meeting dialog opens. The dialog displays a list of meetings for the different legs in the event.
5. To view details for a meeting, hover your cursor over the meeting in the list.
   Additional information about the meeting displays in a tooltip.
6. Click Book beside the meeting in the list.
   The Edit dialog opens.
7. Edit details of the meeting as necessary. For example, select a date for the meeting.
8. Click OK.
   The Edit dialog closes.

The meeting is added to the event leg.

Deleting event meeting requests

Request approvers and event coordinators delete meeting requests to permanently remove them from NexJ CRM.

To delete a meeting request:

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 delete meeting requests from.
   The event's information displays in the tabs in the details area.
3. Select the Requests tab.
   The most recent meeting requests display first.
4. To narrow the list of meeting requests, specify filter criteria, then click Run.
   You can filter by meeting status, tier service level for contacts, start date of the meeting, favorite meetings, or by company.
5. In the meeting request list, click the Action button  for the request to delete, then select Delete.
   A confirmation dialog opens.
6. Click Delete.
   The confirmation dialog closes.

The meeting request is removed from the event and the system.

Related links

Approving event meeting requests

Confirming event meetings

Change the status of an event meeting to Confirmed to finalize the meeting. New attendees cannot be added to a confirmed meeting.

To confirm 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 in which to request a meeting.
   The event's information displays in the tabs in the details area.
3. In the Legs tab. Select the event leg, then select the Calendar subtab.
   The calendar displays.
4. In the calendar, right-click the meeting, then select Edit.
   The Edit dialog opens.
5. In the Status field, select Confirmed.
6. Click OK
   The Edit dialog closes. 

The meeting displays a green check mark  on the calendar. Other users, such as sales representatives, can no longer add new attendees to the meeting.

Completing events

Complete an event when the event is final. Changes cannot be made to a completed event.

To complete an event:

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 complete.
   The event's information displays in the tabs in the details area.
3. In the event banner, click Edit.
   The Edit dialog opens.
4. In the Details tab, in the Status field, select Completed.
5. Click OK.
   The Edit dialog closes.

The event is complete.