How to Set Up Expert Meetings

Expert Meetings are a way for your attendees to gain valuable insight from industry experts. The following steps should be followed in the order outlined below.

1) Set Up Expert Users

First, we need to get your "experts" into the system.

  1. Create a Custom Role dedicated to the experts:
  2. Assign the Staffing roles:
    • For your "expert" users, assign them the role of "Staffer" or "Staffing Lead"
    • Refer to our article on editing users
      • When editing, scroll to the bottom and add the "Staffer" or "Staffing Lead" role. 
      • Click Save
      • Please note "experts" privacy settings must have  "show my profile in the community" and "allow users to schedule meetings with me" enabled in order for users to schedule with them.
  3.  Create a custom profile field (must be a multi-select or drop-down) for users to choose their expertise.

2) Create Work-Groups

After you set up your expert users, you should then create workgroups for your experts. For more information on creating workgroups, please see this article.

3) Create Staffing Locations

Next, you must create your staffing locations. When creating your staffing locations, you must assign workgroups that can use the location, so it is important that you create workgroups first. For more information on creating staffing locations, please see this article.

4) Assigning Staffing Shifts

Once you have your experts created, your work-groups set, and your locations entered, you're now ready to add staffing shifts. Creating a shift for an expert sets their availability within the expert meeting, so this step is a necessity. For more information on creating staffing shifts, see this article.

Now that you have finished your expert setup, the last thing to do is create your expert meeting type!

5) Setup your Expert Meeting Type

Event Cloud gives you the ability to create Meeting Types for your meetings. When you're configuring meeting types, you can set them up so that they require experts to attend:

1. From the Admin portal, click on Meetings. mceclip0.png
2. Click on Meeting Types. mceclip1.png
3. From the next page, you can view all your existing meeting types. Click on Create Meeting Type in the top-right corner. mceclip3.png

4. Next, enter all General Details about your meeting type. In our case, we'll title it Expert Meeting. Next, add a Description and Color associated with the meeting.

 

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5. Under Does this meeting require experts? select Yes

This will open up the expert meetings configuration options.

 

Choose roles that are considered an expert: This is where you will select the custom roles a user must have to be considered an expert. Choose the role or roles you created earlier.

 

Choose Topics that users can search for: This sets the topics that users will be able to search for. Select the custom profile field(s) that designate your expert's expertise. In this example, we let our experts select options from the custom profile field Track Interest, which is a multi-select field with several options. 

 

Choose Staffing Workgroups: Assign the staffing workgroups you created earlier that you want to be associated with this meeting type.

 

Meeting forced break time for experts: This setting can force a break between meetings when setting up shift schedules.

 

Daily limit for requestor: How many meetings of this type can an attendee schedule per day. 0 is unlimited.

 

Event limit for requestor: How many meetings of this type can an attendee schedule per event. 0 is unlimited.

 

Duration: How long can meetings be scheduled for.

Meeting always starts on: This allows you to control when meetings start. YOU MUST select at least one option.

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6. Click the Next button in the top-right corner.  mceclip5.png
7. On the Role Requirements page, you can make all the role configurations you need with your new meeting type. Typically, whatever custom role is designated as the expert is required in the meeting, while any attendee or other custom role can schedule the meeting. mceclip6.png
8. Click the Next button in the top-right corner.  mceclip6.png
9. On this page, you have the option to enter your Additional Meeting Details. From here, you can add specific questions you'd like your meeting curators to answer. You can also provide specific instructions to all involved in the meeting. mceclip3.png
10. Click the Next button in the top-right corner. mceclip7.png

On this page, you can enter details for the Invite Email associated with the meeting. Here, you can enter specific messaging for all the roles you've selected to receive an email invitation.

For more information about invite templates see this article.

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11. Once you have entered all of your meeting information, Click the Finish button. mceclip5.png
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