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Smart Scheduling Platform Meeting Location Assignment

  • Updated

Classic Smart Scheduling

Any2any & Restricted Any2any Smart scheduling

Time Slot Submission format File Sample

 

 

Classic Smart Scheduling (Supplier to Buyer)

In the Classic Smart Scheduling Platform locations always are assigned to one type only. This could be a supplier type or buyer type depending on how the organiser's set up. The Project Manager should ask this question from the client. Therefore the rules are as follows: 

  1. Locations are assigned to one type only
  2. Location type is "Restricted (used for Booths and Meeting tables)
  3. Locations Must be added before the "Closed phase: Meetings are currently being scheduled"
  4. Locations could come through API, Blender or manual input on the Grip dashboard. Exactly the same way that the Free Flow platform works. 
  5. If a user has no locations; you will not be able import the scores to H2H. It is highly important that you check this before pushing the data to H2H

Any2any & Restricted Any2any Smart Scheduling Platform

In the Any2any and Restricted any2any Smart Scheduling platform locations are public. This means that locations are not assigned to any users. The integration team needs to configure the locations for the event. Here are the rules: 

  1. Locations are public and not attached to any user. 
  2. Location type is special MustMeet public which is not available on the dashboard. The integration team needs to create the locations. 
  3. Locations Must be added before the "Closed phase: Meetings are currently being scheduled". If Manage availability is open > before the initial phaseManage Availability block > Before " Closed phase: Meetings are currently being scheduled".
  4. Number of locations is calculated by "Number of total profiles at the event/2". 

The event is Any2any, how should I add the locations

The integration team creates the public locations. This takes up to 3 working days. 

  1. Raise a ticket in Notion >>>> Integration Channel 
  2. Contents: The integration ticket should include the following information
    1. Pre-scheduled Meeting time slots per day
    2. Meeting duration
    3. Event Timezone
    4. Number of meeting locations: Total number of profiles/2
    5. Location Names

Any2any Location Import Flow

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Integration ticket Sample

The PM needs to raise an integration ticket in notion for the integration team to configure the public meeting locations. 

What should be included in the ticket: 

  1. Event HB type: HB classic, Any2any, restricted any2any
  2. Meeting dates
  3. Meeting times-slots per day 
  4. Meeting length
  5. Meeting timezone
  6. Max concurrent meetings: 1 (this is a set field)
  7. Meeting location type: HB public
  8. Number of locations: Total number of profile/2
  9. Location name format

Ticket body/Description example: 

This event is an in person Any2Any HB platform. This ticket is to create the locations:

Meeting dates: 16 - 18 November

Meeting times:

16th November: 9.30 - 10.30 / 11 - 12.30 / 14 - 15.30 / 16 - 17.30

17th November: 9.30 - 10.30 / 11 - 12.30 / 14.30 - 16.30 / 17 - 18.30

18th November: 9.30 - 11 / 11.30 - 12.30

Meeting length: 30 minutes

Timezone: America/Cancun

Max concurrent meetings: 1

Meeting type: Public

Number of locations: 138

Location name: Table 1, 2, 3 etc...

 

 

 

Time Slot Submission format File Sample

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