How do I use the Meeting Schedules page in Grip Engage?

The Schedules page gives event organizers a central place to monitor and manage meeting schedules across all participants in your event. Whether you need to review how meetings are distributed, inspect an individual's calendar, or make manual adjustments to specific meetings, the Schedules page has you covered.

In this article, we will cover the following:

• Understanding the Schedules page
• Before you begin
• Schedule Overview
• Detailed Schedules
• Managing individual meetings
• Clearing a participant's schedule
• Frequently Asked Questions

Understanding the Meeting Schedules page

The Meeting Schedules page is available within the Networking section of Grip Engage Admin and can be used for any event that has meetings enabled — both MustMeet and non-MustMeet events.

For MustMeet events, the page provides its full range of functionality, including MustMeet-specific statistics, meeting score data, and the ability to manage both MustMeet and regular meetings.

For non-MustMeet events, MustMeet-specific fields and options are hidden or disabled, but the page remains useful for viewing and managing regular meetings.

You'll need to be at the App Admin role or above to access the Meeting Schedules page, as it includes the ability to create and modify MustMeet meetings.

Before you begin

Before using the Schedules page, make sure the following are in place:

• Your event has meetings enabled and participants have been added.
• At least some meetings exist (either generated by the Grip Engage MustMeet scheduler, or arranged by participants directly).
• You have at least "App Admin" access to the Grip Engage Admin Portal.

See also: For help setting up and running the MustMeet scheduler, refer to the MustMeet section of this knowledge base.

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How do I use the Schedules page?

1. Navigate to the Meeting Schedules page

In the Grip Engage Admin, go to Networking > Meeting Schedules in the left-hand sidebar. The page will load with the Schedule Overview tab active by default.

Schedule Overview

The Schedule Overview gives you a high-level summary of how meetings are distributed across your event. It is particularly useful for identifying participants or companies that are underperforming — for example, those who haven't reached their minimum meeting target.

Please note: In non-MustMeet events, MustMeet-specific columns (such as MustMeet meeting count and average score) are hidden. The overview will reflect regular meeting data only.

2. Choose your view

At the top of the page, use the view selector to switch between three groupings:

• Participant — shows meeting stats for each individual attendee
• Sharer — arranges attendees by their Sharer ID (MustMeet events only)
• Company — arranges attendees by their company relationship

Each view also displays headline summary figures at the top, with available statistics based on whether the event includes MustMeet or not.

For the Sharer and Company views, you can click on a row to expand it and view each attendee and their details.

3. Read the data table

The main table shows one row per participant, sharer, or company. Each row includes:

• Name / Related Company Name / Sharer ID — the profile being summarised
• Size — the number of participants within that row (Company and Sharer views only)
• MustMeet meetings — the number of MustMeet meetings generated (MustMeet events only)
• Meetings — the number of regular (non-MustMeet) meetings
• Total meetings — the combined count
• Average score — the average matching score across all meetings (MustMeet events only)
• Met before count — how many meetings are between participants who have met previously (MustMeet events only)
• Minimum / Maximum meetings — the configured meeting limits for this participant or group (MustMeet events only)
• Groups — the MustMeet group(s) this participant belongs to (MustMeet events only)

Tip: In the Company and Sharer views, rows can be expanded to show the individual participants underneath. This lets you quickly identify which specific attendees within a company or shared location are under their meeting minimum.

4. Filter and sort the table

Each column has an inline filter input — click the filter icon next to any column to narrow results. You can filter by name, company, meeting counts, score, and more. Click any column header to sort the table ascending or descending by that column.

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Detailed Schedules

The Participant Schedule tab provides a detailed list and calendar view of an individual participant's meetings. Use this view when you need to inspect or edit a specific person's schedule.

5. Select a participant to view

Use the filters at the top of the Participant Schedule tab to find the participant, company, or sharer group you want to inspect, then press the 'View' or 'View Schedules' button for their row, depending on whether you want to view an individual or combined schedule. Once selected, the schedule will load showing all meetings across the event's time slots.

Each meeting block on the calendar is colour-coded to indicate its status, and has a title to indicate its type:

• MustMeet meeting — generated by the MustMeet scheduler (MustMeet events only)
• Regular meeting — arranged directly by participants

At the top of the Detailed Schedules page, you'll see the option to 'View details' about the participant, or group of participants whose schedule you're currently viewing. From the profile details sidebar you can also jump to their profile page 

6. View/edit meeting details

Click on any meeting block in the calendar to open a preview panel, and then click the 'Edit' button to view more detailed information and edit the meeting.

In the list view, you'll see information in the row based on the columns you've selected, or again, click the edit icon to make changes.

Here's an example of the kind of information you can see in the table and sidebar:

• Meeting name and type (MustMeet or regular)
• Start and end time
• Location
• Meeting status (e.g. pending, accepted)
• Meeting score, score summary, and whether it is a custom profile field match or mutual preference (MustMeet events only)
• Met before - Yes/No depending on whether these participants met in a previous event (MustMeet events only)
• All participants, including their name, company, role (organiser or attendee), contact details, and individual meeting status

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Managing individual meetings

From the Edit Meeting side panel, organizers can make direct changes to individual meetings.

7. Edit a meeting

To edit a meeting, click on the Edit Meeting option for the intended meeting in either the calendar or list view.

1. You can modify the existing meeting participants' acceptance status and whether they arrived to the meeting.
2. For both regular and MustMeet meetings, you can add additional meeting participants using the "Add additional participants" button and searching for profiles.
   1. If you add the wrong person, before you save the meeting, you can remove new participants from meetings by clicking the delete icon next to their name.
3. You can also change the time/date/location of the meeting, which will depend on the mutual availability of the participants, along with the meeting location slots and setup in the event.
4. Confirm your changes and the meeting will be updated.

Replacing a meeting (MustMeet only)

For MustMeet meetings, you can choose to 'Replace' the primary MustMeet participant/sharers with an alternative.

To replace a meeting, click on the replace icon for a given MustMeet meeting, which will open up asidebar and start loading alternatives.

• When searching for a replacement, the system will suggest alternative participants that are available at that time, based on their match score with the attendee/sharers whose schedule you're viewing, along with other relevant details like their meeting limits and current allocation.

• Importantly, meetings that would break exclusivity rules are highlighted with a warning, as you can see in the image above. For more information on Exclusivity, see our article here.

• You can filter suggestions by name or company.

• When you've chosen a replacement, just click Select to make the swap and update the meeting.

8. Delete a meeting

To delete one or more meetings:

1. Select the meeting(s) you want to delete from the calendar view or the overview table.
2. Click Delete and confirm the action.
3. The system will attempt to delete each selected meeting. A summary will be returned showing which meetings were successfully deleted.

Please note: Deletion of meetings cannot be undone. If a partial failure occurs (some meetings deleted, some not), the resulting message will indicate which meetings were affected.

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9. Creating a MustMeet meeting

If participants have free time in the their schedules and there are MustMeet meeting slots open, you will be able to create a single MustMeet manually. Manually-created MustMeet meetings appear identically to event participants as those created by the Scheduler, and cannot be modified by them.

If you have just run the scheduler for all of your MustMeet participants, there should be no free time available to create a new MustMeet meeting in, because the scheduler creates as many meetings as is possible.

1. First, make sure you're viewing the schedule of the person you want to create the meeting for.

   1. Note that if you want to create a meeting on behalf of multiple Sharers, you'll need to view their combined schedule to ensure that they're all added to the meeting.

   2. Or, you can create a meeting that only includes one of the Sharers from that individual's detailed schedule page.

2. On the detailed Schedules page, click the Create meeting > MustMeet meeting button.

3. The system will check for free MustMeet slots for this participant, or participants.
   1. If there are no free MustMeet slots, you will be informed.
   2. If there are free slots available, you'll be able to choose a date and timeslot in which to book the MustMeet meeting, along with a preview of how many participants are free during those times:
      
4. Once you've chosen a slot, you can choose a recipient. When searching for a recipient, the system will suggest alternative participants that are available at that time, based on their match score with the attendee/sharers whose schedule you're viewing, along with other relevant details like their meeting limits and current allocation.
   
   
   

   • Importantly, meetings that would break exclusivity rules are highlighted with a warning, as you can see in the image above. For more information on Exclusivity, see our article here.

   • You can filter suggestions by name or company.

   • When you've chosen a recipient, just click Select to finalize the meeting.

5. Once you've chosen a recipient, a meeting location will be allocated, which you can modify if other locations are preferably (though for Buyer <> Supplier events, it is likely that only the assigned booth of the meeting participants will be available.
6. You can choose to add additional participants and make other changes to the MustMeet meeting before saving.

 

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10. Clear a participant's schedule

If you need to remove a participant's meetings entirely, you can use the Clear schedule action rather than deleting meetings individually. When in the Company or Sharer view, clearing schedules will apply to all of the related participants too.

1. From the Participant Schedule tab, select the participant whose schedule you want to clear.
2. Click the Clear schedule control:
   • In MustMeet events, this is a dropdown with two options:
     • Clear MustMeet meetings — removes only the participant's MustMeet meetings, leaving their regular meetings intact
     • Clear all meetings — removes both MustMeet and regular meetings
   • In non-MustMeet events, this is a single button that clears the participant's regular meetings.
3. Confirm the action. The system will process each meeting in the schedule and return a result showing successes and any failures.

Caution: Clearing a schedule removes meetings for the selected participant. Other attendees on those meetings will also have those meetings removed from their schedules. This action cannot be undone.

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Frequently Asked Questions

Can I use the Schedules page for events that don't use MustMeet?

Yes. The Schedules page is available for all events with meetings enabled. In non-MustMeet events, MustMeet-specific columns and options are hidden, but you can still view and manage regular meetings for your participants.

Can I use the Schedules page to modify meetings that were schedule by the legacy MustMeet platform?

No - when using the legacy platform, all new meetings and any changes should be made in the MustMeet platform, not from the Grip Engage Admin Portal. Doing so will break the sync between the two platforms.

Why can't I see score and Met Before information for my MustMeet meetings?

If you can't see score information and some other fields like Met Before, it will be because those meetings were created by the legacy MustMeet platform. If you use the built-in Grip Engage scheduler to create meetings instead, all the information will be shown.

Is it possible to add a brand new meeting from the Schedules page?

While in the beta period, the Schedules page does not support creating meetings from scratch. If you need to arrange a meeting manually, please go to the Meetings list page, or in MustMeet events, do so from the MustMeet platform.

Why does a participant show as below their MustMeet minimum meeting target?

This can happen if the MustMeet scheduler was unable to find enough matches for that participant within the available time slots, or if meetings have been manually deleted after the schedule was generated. Check their availability and scores as a starting point, and see if you can book any meetings manually in MustMeet.

What does "met before" mean in the overview table?

The "met before" count indicates how many of a participant's meetings are with someone they have previously met at another event in the same Grip Application. This is factored into the MustMeet matching score and a full explanation is available in this article.

What happens if only some meetings fail when I clear a schedule or delete in bulk?

The system handles partial failures gracefully. After the operation completes, you will see a breakdown of which meetings were successfully removed and which were not, along with the reason for any failures. Successfully deleted meetings are not restored if others fail.