Sponsorship dashboard: Meetings
The Sponsor Partnership Meetings feature allows sponsors to schedule, manage, and track meetings with event attendees directly from the Sponsorship Dashboard. It introduces a structured booking flow that helps sponsors generate leads, organise their time, and engage more effectively with attendees throughout the event.
With this functionality, sponsors can easily arrange meetings with attendees by proposing a time and place, selecting from their available meeting slots, and choosing the attendee directly from the searchable attendee list.
Permissions for Sponsor Staff
Sponsor representatives can manage team permissions:
- Meetings — allows access to all meeting related features
If unchecked, the staff member cannot see or use the Meetings section.
Before creating meeting slots, make sure that you — and any colleagues who will participate in meetings — have the Meetings permission enabled.
Enable the Meetings Role
- Open the Sponsorship Dashboard
- Go to Team Members
- Activate the Meetings permission for yourself and for any staff members who will hold meetings with attendees
Once enabled, a Meetings tab will appear in the left‑hand menu.
Creating Meeting Slots
Go to: Sponsorship dashboard -> Meetings
Meeting Slots
To create a new slot:
- Click Add Slot
- A flyout opens where you can define:
- Start date & time
- End date & time
- Meeting place
- Notes (optional)
- Click Save
- The slot appears in the list with the status Free
Slots are created one at a time and belong to the partnership, not to individual staff members. Any team member with the Meetings permission can view and manage all slots.
Meeting slot visibility
Once the meeting slots have been created and are in “Free” status, they automatically become visible in the mobile app on the sponsor’s profile page, under “Book a Meeting”. From there, attendees can browse the available slots and book a meeting by selecting any of the times you have published.
Approaches to Organizing Meetings from the Sponsorship Dashboard
Sponsors have two flexible ways to organize meetings with attendees. Both methods start with creating meeting slots, but differ in how the meetings are initiated.
Option 1: Create Meeting Slots for Attendees to Book Freely
You can create meeting slots and leave them in “Free” status. When slots are free:
- They immediately appear in the mobile app under your sponsor profile, in the “Book a Meeting” section.
- Attendees can browse all available times and choose the slot that works best for them.
- Once an attendee books a slot, the meeting is reserved, and you receive a notification to review and accept it.
This approach is ideal when you want to offer open availability and let attendees initiate the meeting.
Option 2: Create Meeting Slots and Schedule a Meeting Directly with an Attendee
You can also create meeting slots and use them to proactively schedule a meeting with a specific attendee.
In this case:
- You select one of your created slots.
- You choose the attendee you want to meet with.
- You send the meeting request directly.
- The attendee receives a notification and the meeting appears in their My Agenda.
Organize a Meeting
Click Organize a Meeting
Search for Attendees
Sponsors can proactively reach out to attendees.
Search by:
- First name
- Last name
- Full name
- Company
Result cards show profile photo, name, company, job role, biography, and attendee role.
Only attendees who:
- Have a ticket for the event
- Have assigned their ticket
- Have a public profile enabled will appear in search results.
Arrange the Meeting
After selecting an attendee:
- Choose an existing slot
- Create a Custom time*
- Enter meeting details
- Send Meeting Request
Note: A Custom time does not require a pre-created slot – it lets you propose any time directly to the attendee without reserving a slot from your list.
If a slot is selected, it becomes Reserved.
Editing a Slot
Meeting slots can be edited only while they are in “Free” status.
Once a slot has been R eservedor B ookedby an attendee, it can no longer be edited. In those cases, you would need to cancel the existing meeting (if appropriate) and create a new slot with the correct details.
Click any slot to:
- Change the meeting place
- Update the note
- Change the status (Free → Reserved → Booked)
- Delete the slot (only if not linked to a meeting)
Changing a slot to Reserved or Booked hides it from attendees.
Meeting Status Lifecycle
Meetings can move through the following statuses:
| Status | Meaning | Slot Effect |
|---|---|---|
| Accepted (Yes) | Counterpart<br> accepted | Slot becomes Booked |
| Declined (No) | Counterpart<br> declined | Slot returns to Free |
| Maybe | Pending | No slot change |
| Cancelled | Initiator cancels | Slot returns to Free |
When a meeting is accepted, a lead is automatically created for the sponsor if one does not already exist.
Email Notifications
Email notifications are automatically sent when meeting statuses change.
Examples
- Sponsor requests a meeting → Attendee receives an invitation
- Attendee requests a meeting → Sponsor staff receive a notification
- Meeting accepted → counterpart receives confirmation
- Meeting declined or cancelled → counterpart is notified
Emails use event branding and support placeholders such as: Attendee Name, Sponsor Name, Meeting Date, Meeting Time, Meeting Place, Meeting Note
Meetings Page Overview
The Meetings page contains:
Meeting Slots
A list of all time slots created by the sponsor partnership. Each slot shows:
- Time and location
- Status: Free, Reserved, or Booked
- Options to edit or delete (if unused)
Meetings Diary
A chronological list of all scheduled meetings, showing:
- Attendee name and photo
- Meeting time and location
- Status: Accepted, Declined, Maybe, Cancelled
- Quick access to meeting details and chat
Actions available:
- Accept / Decline / Maybe
- Assign a staff member
- Cancel the meeting