Meeting management and schedule creation in the panel

Once attendees are registered and their permissions are configured, it's time to manage the meetings and define the available times for each person. From the "Meetings" section of the Eventool dashboard, you can do all of this easily and efficiently.

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Main section: Meetings between attendees

In this section you can:

• View all meetings: confirmed, pending, or rejected.

• Filter meetings to find specific results.

• Create new meetings manually, selecting the attendee who receives and the one who requests.

Clicking the + New meeting button opens a form where you can search for attendees using the magnifying glass icon. Once both profiles are selected, the meeting is automatically confirmed and displayed both on the panel and in the attendees' calendars in the app.

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Schedules per assistant

From here you can create individual slots for each attendee who can receive meetings.

• You can add custom time slots per assistant.

• You will see all the slots it has available and their status (active or not).

• Ideal for precisely customizing your planner.

This is useful if each attendee has a different availability and you need detailed control.

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Time Slots

This option is perfect when you want to organize the availability of several attendees at the same time using schedules.

How is it done?

1. Create a time block and give it a name.

1. Add the time intervals:

   • New time slot: to add a single slot.

• New block time slots: to generate multiple slots at once (e.g., 15-minute meetings between 12:00 and 14:00).

1. Define the assignment mode:

   • Manual: you select the attendees yourself.

• Automatic: assigned to all event attendees or to a specific category.

💡 Tip: If you use automatic mode, make sure you have your attendee categories well organized for accurate assignment.

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Export / Import

From this section you can manage meetings using Excel, which is very useful for controlling large volumes of attendees and appointments.

The Excel file has two worksheets:

1. Resources:

Here are the available slots for each assistant who can receive appointments.

• Type: must always be “Assistant”.

• Name: must exactly match the name in the Attendees section.

• Active: indicates whether that schedule is visible in the app.

• Start/end date: duration of the gap.

2. Reservations:

This sheet records all activity related to meetings.

• Type: always “Assistant”.

• Name of the recipient and the applicant.

• Status: confirmed, rejected, pending...

• Registration and meeting date.

• Area: space where the meeting will be held (if applicable).

• Completed: if it has been marked as completed (requires enabling feedback in bookings).

• Reason for cancellation: if this option is enabled.

📌Important: the names must match exactly between both sheets and with the names on the attendee list.