Grip's MustMeet is the world’s most powerful meeting scheduler for event organizers. In this article, we’ll look at :
- How to generate meeting schedules in MustMeet
- How to manually modify meeting schedules
- How to get meetings back into your Grip event
Please note the following:
- MustMeet is a separate platform to the Grip Dashboard and requires its own login credentials. If you do not have these, please speak to your Grip point of contact.
- In order to generate a meeting schedule you will need to have completed a number of previous steps - for example:
- Your participants will have set preferences against one another in Grip
- You will have moved to the closed phase
- You will have generated meeting scores in Grip and imported your event’s data into MustMeet
- Meetings will be generated for as many participants as possible. If there are a low number of meetings generated, check the calendar availability of your participants, along with any related meeting permissions. Perhaps there are a high number of ‘No Thanks’ preferences between participants, preventing meetings from being booked, or there is a large imbalance between the numbers of participants in each group.
How to generate meeting schedules in MustMeet
Log into the MustMeet platform and open your event.
If your last import has been successful, you should see a list of all of your attendees.
- For Buyer to Supplier events, you will see two tabs, one for each group of attendees.
- For Any2Any events, you’ll see one page of attendees with a filter for your Groups.
Make sure you’re happy with the data that you can see; for example, any Sharers should be listed on the same line, and any users with Exclusive Meetings should be marked.
Click the schedule generator button
You will see that there are two options when generating schedules: 'Generate schedules for all', and 'Generate for unbooked slots only'
- Generate Schedules for All
This is the most common option when generating meeting schedules, and should be the option you choose if you’re generating meetings for the first time.This option attempts to generate meetings for all of the participants in the event, across all event days. It may take a little time to run.
The only downside to this option is that any existing meetings will be cancelled and a fresh schedule will be created for all participants. This means that if you’ve previously generated schedules for your participants in this event, you may want to use the second option instead.
Generate for Unbooked Slots Only
This option leaves any currently-booked meetings intact, and will only generate meetings where there are gaps in availability. This is a good option if you have previously generated all of your meetings, and you were happy with them, but since then you have added a few new participants to the event, and you wish to give your new members meetings without affecting the existing schedule.
Note that if any of your existing users have availability in their schedules, the MustMeet system will try to fill any and all available slots, which means your existing users may gain meetings with the new attendees you’ve since added. If you have deliberately left empty spaces in attendees’ schedules, then they may be filled again automatically.
After generating meetings for unbooked slots only, you can see which meetings were created using this method as they are marked with a particular icon. This can help you double check any meetings that were created during this ‘rebooking’ process.
How to manually modify meeting schedules
Now that you have generated your schedules, you have the chance to manually modify your attendees’ meetings. You can open any attendees’ individual schedule by clicking on their row in the table, and you can make changes to meetings by clicking on any slot within their schedule.
- The green meeting is the one that is currently scheduled (1).
- If there are other attendees that are available at this time, you’ll see them listed below the highlighted meeting (2), and you can choose for this attendee to meet with them instead by clicking on that row. You’ll notice that the individual scores for each match are shown, allowing you to make an educated choice for this replacement.
If you’d like to unbook this meeting completely, click the Unbooked row.
How to get meetings back into your Grip event
Once you’re happy with your meeting schedules, you’ll want to get these back into Grip so that your attendees can check them, and your event can move forward. To do this, click on the Approve Schedules button. You’ll need to click on Approve Schedules once more to confirm.
Note: there may be a pop-up message advising you that approving the schedules will notify your attendees - this is not correct. In a normal MustMeet event, it is you that will notify your attendees that their meetings are ready to be viewed, and your event must be in the Closed Phase: Meeting have been generated Provisionally, or Meetings have been Scheduled and Finalised in order for them to be able to see the My Schedule page. See this article regarding the difference between MustMeet phases for more details.
You should see the MustMeet status page as the meetings are sent to Grip. Once complete, you’ll be taken back to the schedules page again, viewing all of your attendees.
You can run through this process multiple times, generating schedules, making changes to meetings and then pushing back to Grip. Each time you push these meetings to Grip, the old ones will be removed and new ones will be created.
However, you must ensure that you are only making changes to meetings from within the MustMeet platform. Editing meetings or meeting locations directly within the Grip dashboard will break the synchronisation between both systems, and will prevent any further changes being made in MustMeet.