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How to Manage Adding New Users to a MustMeet Event

Adding new users during the initial phase

Adding new users during the Closed phase/Live phase

  • When meetings are generated and no changes have been made in MustMeet
  • When meetings are generated and changes have been done in MustMeet 

 

Adding new users during the initial phase

Initial phase - Update your Profile/Select Preferences

During the time that the platform is open for the users to update their profile or select their preferences, the organizer can add new users either directly in the dashboard or automatically through a registration integration with no issues.

 

Adding new users during the Closed phase/Live phase

Ideally, new users should not be added at this stage, as adding any new participants who haven't had a chance to select preferences will lower the overall meeting scores in the event. As we have no 'intent' data to work from, the meeting schedules will naturally become that much more random. A single user won't make much of a difference, but adding more will gradually skew the results.

 

If you're using the Scores & Schedules page in Engage:

If you have already generated your initial meeting schedule and have not made any adjustments:

1. Add the new user to the Grip event.

2. Activate the user.

3. Set preferences for the user via the Grip dashboard (if known).

4. Re-generate the Meeting Scores.

5. Go to MustMeet > Scores & Schedules — your event data is read live, so there's no separate reload step.

6. Click Generate Schedules to regenerate the entire schedule (recommended), or generate only for empty slots to fill the new user's schedule without disturbing existing meetings.

Note: If the schedule has already been published, changes you make now will sync to participants immediately.

 

If you have already generated your initial meeting schedule and HAVE made manual adjustments:

1. Add the new user to the Grip event.

2. Activate the user.

3. Set preferences for the user via the Grip dashboard (if known).

4. Re-generate the Meeting Scores.

5. Go to MustMeet > Scores & Schedules.

6. Do not click Generate Schedules for the whole event unless you're happy to lose your manual changes. Instead, generate only for empty slots, or use Create to manually add a meeting for the new participant.

 

If you're still running Legacy Scheduler platform:

1- Add the new user to the Grip event

2- Activate the user

3- Set preferences for the user via the Grip dashboard (if known)

4- Re-generate the Meeting Scores

5- Reload the data in H2H

6- DO  NOT "Generate Meetings" unless you are happy to lose the manual changes that you've previously made.Instead, generate just for the empty slots, which will attempt to fill the new user's schedule (and any other participant's gaps) with any leftover meeting space, without removing the existing meetings. Otherwise, you could also manually assign meetings for the new participant with anyone available.