Overview

Captello’s Meeting Management Platform (MMP) allows you to create, assign, and manage meetings across teams, locations, and time zones. Once a meeting is created and approved (automatically or manually), it sends an invitation to all attendees. A master calendar will show the availability of each staff member and room.

Differences Between MMP and Meeting Scheduler

MMP is designed for meetings booked at events. It supports adding meeting types, categories, locations, and availability for rooms and staff. It supports both and outbound and inbound mode

Captello’s Meeting Schedueler is designed for booking post-event meetings in conjuction with Captello capture forms.

For Captello’s Meeting Scheduler, refer to the following page: Meeting SchedulerPreview .

Setup Summary for MMP

• Meetings are booked inside instances. A meeting instance is a time frame when meetings can be booked. It can be used for an event, a month, or any specified time frame.

• Meeting types are created and used to create the meetings. Meeting types are durations, buffer times and approval processes (automatic or manual approval).

• Meeting types can be assiged to specific users. For example, a meeting type can be for demos that need solution engineers, so it can be assigned to the users designated as solution engineers. In addition to types, meeting categories can be created, which act as subtypes.

• At the last step of booking a meeting, an optional request form can be added, which can be used to add meeting notes and aims as well as amy questions desired to be asked to the meeting requestor.

• A sender name and email can be set from App Setup, so your clients know meeting invitations are coming from you. For example: ABC Company <abc-meetings@captello.com>.

• (Optional) Send the generated inbound link to your prospects so they can book meetings themselves.

Setting Up a Sender Name and Email

A good first step is to set up where your emails come from so clients can identify your meeting invitations.

• Navigate to Setup > Meetings

  Open

  

• Set up your name and email.

Open

This makes invitation email arrive to your customer inboxes with the name and email alias your desire. In this example, it is Meetings Planner <meetings@captello.com>

Setting Up a Meeting Request Form (Required for Inbound Flow, Optional for Outbound Flow)

Setting up a meeting form is strongly recommended. It is needed for the inbound flow, and optional for the outbound flow. It allows you to add questions about the booked meetings.

In case of internal (outbound) usage, the answers to the questions will appear in the meeting invitations in a ‘confidential’ section for the invited internal staff, and will not appear for external attendees.

To set up a meeting form, follow the steps below:

• Navigate to 'Meetings > Request Forms’.

Open

• Click on 'New'.

Open

• Type in a name for the form and click 'Continue'.

Open

• Add the questions you desire to the form.

Open

• If you are using inbound links, make sure to add contact details to the form. By default, they will only show when the form is getting filled on the inbound flow.
  This can be verified or changed by clicking a field and checking the Internal/External checkboxes.

Open

Setting up a Meeting Instance

A meeting instance is a time frame when meetings can be booked. It can be used for an event, by adding the dates of the event, or any desired specified period.

To create an instance, follow the steps below:

• Navigate to ‘Meetings > Instances’.

Open

• Click ‘New Instance’.

Open

• Add the instance’s details:

Instance (optional): This option allows you to clone details from other instances.

Open

Instance Card View (Default View)

• Instances now default to a Card View, providing a more visual and actionable layout.

• Cards display instance status counts and quick actions for faster management.

• Users can toggle between Card View and List View as needed.

• Clicking the card title opens the instance for editing.

• Role-based actions are available directly from each card.

• All instance and meeting updates are reflected in real time.

Open

Event (Optional): Add a ULC form to the event. This is to allow using the instance along with the ULC mobile app. It is also useful to easily import users to the instance (so they can be selected as attendants to meetings). Users that have access to the selected event can be easily selected and added to the instance.

Meeting Types

Meeting types are templates for durations, buffer times and approval processes (automatic or manual approval).

Meeting Types Page

Meeting types can be created from the inside of an instance or by navigating to Meetings > Types.

To create a type from the ‘Types’ page, navigate to Meetings > Types and click ‘New Meeting Type’. Then follow the steps described later in the article.

Open

Creating types from inside an instance instantly assigns them to the instance, while creating them in the ‘Types’ page will not.

Creating Types Inside an Instance

• Navigate to the ‘Meeting Types’ page inside the instance, and click ‘Add Meeting Type’.

Open

If there are types created previously, they can be quickly selected and added.

Open

• Click on ‘New Meeting Type'.

Open

• Add the meeting type’s details:

Open

• Color: Adds a color code to the meeting type (this does not change the meeting color of meetings of this type on the calendar).

• Description (Optional): Add a description to the meeting type.

• Duration: Can be ‘Fixed’ or ‘Range'. ‘Fixed’ sets a static duration. 'Range’ allows you to add a range from a minimum of 5 minutes and a maximum of 60 minutes.

• Buffer time: Allows you to add buffer time before and after the meetings.

Approval Workflow

A meeting type’s approval workflow Allows you to select how meetings are approved, for 2 types of requests.

• Internal Requests: Meetings created by staff.

Open

• Approval Types:
  
  

  • Instant: Once the meeting is added to the instance calendar, invitations are sent.

  • Managed: The meeting needs to be approved by a user, or a user of a specific role (Internal staff, Requestor, or a Meeting manager/admin).

  • Staff Acceptance: Determines how internal invitees confirm their participation. This can be set to:

    • Any – The meeting is confirmed once any invited internal user accepts.

    • All – All invited internal users must accept the invitation before the meeting can proceed.
      
      

• External Reqeusts: For inbound meeting requests.

  • Approval types:

    • Instant: Once the meeting is added to the instance calendar, invitations are sent.

    • Managed: The meeting needs to be approved by a user, or a user of a specific role (Internal staff, Requestor, or a Meeting manager/admin).

Open

Meeting Type Deletion

Admins can remove meeting types at both the Customer and Instance levels. To protect data integrity, only meeting types that have not been used are eligible for deletion. Any meeting type associated with past, active, or future meetings cannot be deleted.

Archive & Unarchive Meeting Types

Meeting types associated with past, active, or future meetings cannot be deleted, but they can be archived instead. Archived meeting types are hidden from scheduling while remaining in the system and can be restored at any time.

Open

Clone Meeting Types 

Cloning meeting types allows organizers to instantly replicate complex session configurations, including durations, locations, and staff assignments, without the need for manual data entry.

Open

Custom Meeting Type Duration Input

This feature allows unique meeting durations beyond the standard options, enabling users to enter any numeric duration. 

Open

Restrict Meeting Start Times by Interval

Admins can define start time restrictions for specific meeting types with fixed durations. Available options include every 1 hour, every 30 minutes, or custom intervals. The system enforces allowed start times while taking into account availability, existing bookings, buffer periods, and time zones.

Open

Locations

A location is required to book a meeting. There are three (3) types of locations:

• Rooms: Used for physical rooms.

• Offsite: Used for offsite meetings, such as a café.

• Virtual: Such as zoom links, for inbound meeting requests.

Creating a Location

From the Locations page, select the room type, and click ‘New Room’.

Open

Enter the room’s information, such as Name, Capacity and Location. You can also add images and a video to showcase the room.

Open

Adding Room Availability

A meeting room must have availability in order to be booked, to add availabiltity to a room,
click ‘+ Add availability’ in the room’s details page.

Open

Bulk Room Availability Management

Users can manage room availability in bulk by selecting multiple rooms simultaneously. Availability can be configured for specific dates or custom date ranges, with changes applied to all selected rooms in a single action.

1. Select the desired rooms.

2. Set the room availability.
   
   

   Open

   

Default Bulk Availability for Rooms & Staff

An optional Default Bulk Availability setting under Basic Info allows admins to define default available days and times for rooms and staff. These defaults are applied only when a new room or staff member is created, streamlining initial scheduling while still allowing manual overrides for future updates.

Open

Adding Staff Members

To add staff members, navigate to the ‘Attendees' page, then click ‘Add staff'.

Open

'System users' allows you to select existing system users

Open

‘Capture form users’ allows you to select users assigned to the capture forms assigned to the instance (Primary capture form

Open

The ‘New staff’ button allows you to add new users that haven’t existed on your Captello account.

Importing Staff

You can also import a list of staff by clicking the ‘Import’ hyperlink and following the instructions.

Open

Delete Staff Profiles with Dependency Checks

Admins can securely remove staff profiles without losing records history. To prevent scheduling gaps, the system blocks deletion for anyone with active or upcoming meetings. Once deleted, past meeting data is preserved via anonymized references, while all future assignments and ownership roles are cleared or reassigned.

Open

User Permissions

Creating (or importing) a user requires selecting a security profile for them.

Open

User Roles and Permissions

Meeting Manager/Admin: The Meeting Manager is the highest-privilege role with full access to all meetings and system functionality.

Permissions

Meeting Managers can:

• Create any meeting type

• View all meetings across the platform

• Edit any meeting

• Cancel or delete any meeting

• Accept or reject any meeting request

• Manage all approvals (view, approve, or reject)

• Access and view the master calendar

• Block time for:

  • Any staff member

  • Any room

• Perform all meeting-related activities, including:

  • Editing meeting details

  • Checking in attendees

  • Cancelling or deleting meetings

Restrictions

• None. This role has full system access.

Meeting Requester: Can book/request meetings, and can only see meetings they are invited to, or that they have created.

Permissions

Requesters can:

• Create any meeting type

• View meetings they created

• Edit meetings they created

• Cancel meetings they created

• Approve meetings only when explicitly included in the approval workflow

Restrictions

Requesters cannot:

• View meetings created by other users

• Edit or cancel meetings created by others

• Manage meetings they did not create

• View the master calendar

• Block time for staff or rooms

• Approve meetings unless required by the approval flow

Internal Staff: Staff users are participants in meetings but do not have meeting management capabilities.

Permissions

Staff can:

• View meetings they are invited to

• Approve or reject meetings when their approval is required

• View meetings awaiting their approval in the approval list

Restrictions

Staff cannot:

• Create meetings

• Edit any meetings

• Cancel any meetings

• View meetings they are not invited to

• Perform any meeting management actions

• Block time for themselves or others

• View the master calendar

Meeting Coordinators Role: Allows users to manage only the meeting types assigned to them. Admins can assign one or more coordinators to each meeting type, ensuring access is limited to the relevant meetings.

Permissions

Meeting Coordinators can:

• Create, view, edit, and cancel meetings for their assigned meeting types

• Manage all meeting activities for their assigned meeting types

• View and manage approvals related to their assigned meeting types

• Block time for staff and rooms related to their assigned meeting types

Restrictions

Meeting Coordinators cannot:

• Manage meetings outside their assigned meeting types

• View or edit meetings of other meeting types

• Access the full system calendar (only their assigned meeting types)

Assign the Meeting Coordinators Role

1. Navigate to Attendees.

2. Click the Edit icon next to the attendee.

3. Select Meeting Coordinator.

Open

From Meeting Types, assign the meetings you want the coordinator to manage.

Open

Executive Admin Role: Executive Admins act on behalf of a specific executive with delegated authority.

Permissions

Executive Admins can:

• Create meetings for their assigned executive

• Edit meetings involving their executive

• Cancel meetings involving their executive

• Create meetings using only meeting types mapped to their executive

• Approve or reject any meeting involving their executive

• Block time on behalf of their executive

Restrictions

Executive Admins cannot:

• Create or manage meetings for other executives

• Manage meetings that do not involve their assigned executive

• Use meeting types not mapped to their executive

• Approve meetings that do not involve their executive

Assign the Executive Admin Role

1. Navigate to Attendees.

2. Click the Edit icon next to the attendee.

3. Select Executive Admin.

4. From Executives, select the executives you want to be assigned to you.
   
   

   Open

   

Multi-Executive Selection for Executive Admin

• Executive Admins can now act on behalf of one or more executives directly from the Calendar.

• A multi-select dropdown allows admins to choose which executives they are representing.

Behavior

• Default: Displays meetings for all assigned executives.

• Selected Executive(s): Displays only meetings mapped to the selected executive(s).

Multi-Select Actions: Any actions performed (create, update, approve) apply to all selected executives.

Open

Changing Security Profile

A security profile of a staff member can be changed by editing their profile from the ‘Staff’ page and selecting another profile. It also supports updating Email and Phone fields, with validation to ensure changes are applied across all linked accounts.

Admins can also assign one or more Security Profiles directly from the staff record using a multi-select drop-down

Open

Open

Bulk Update Roles and Security Profiles for Staff

Administrators can select multiple staff members and update their roles or security profiles in bulk. Using the bulk action menu, changes can be applied to all selected staff simultaneously without affecting other attributes.

1. Navigate to Attendees.

2. Select the desired staff members.

3. Choose their Role and Security Profile.

4. Click Done.

Open

Assigning Staff to Meeting Types

Staff must be assigned to meeting types so they can be added to meetings.

To add a meeting type to a staff member, select the meeting type from the staff member’s profile.

Open

Setting Staff Availability

Availability must be set for each staff member. To set availability, click ‘+ Add Availability’ from their profile.

Open

Setting Staff Availability in Bulk

To set availability for multiple staff members at once, click on the selection checkboxes, then click ‘Set availability’

Open

Adding Attendees

Adding attendees to an instant will make them readily available on the right side of the screen when schedulling a meeting, without the need to scan their badges or enter their information manually.

Importing Attendees

To import an attendee list, click on the ‘Import’ hyperlink in the ‘Attendees’ tab, and follow the instructions.

Open

Notifications

The ‘Notifications’ page allows you to add a notification (or exclude people from receiving notifications) for when a meeting is scheduled, approved, checked into, cancelled or changed.

To enable notifications for any of the aforementioned events, check the boxes as desired and add the users to the ‘Additional Users’ or ‘Excluded Users’ multi-select boxes.

Open

• Email: Sends a formal meeting record for archiving and future reference.

• SMS: Delivers urgent alerts to mobile devices, even when users are offline.

• Push Notifications: Provides instant, in-app updates for real-time information.

Meeting Activities

Open

Meeting Invitations on Email

Meeting Schedule

Example of a Staff Meeting Schedule Notification Email

Open

Invitation Details:

• With: The external attendee’s company.

• When: The date, time, and time zone of the meeting.

• Guests: A list of all people attending, categorized by Staff (internal) and Attendees (external).

• Where: The specific room or location assigned to the meeting.

Open

When you assign a location to a meeting room, it is automatically added to the invitation for all attendees.

Open

• Confidential Information

Confidential information is visible to internal attendees only, It contains information submitted through “Request Forms”.

Open

After creating your request form, navigate to “Basic Info” within your instance.

Open

Scroll down to “Meeting form” and add your Request Form.

Open

Example of a Request Form

Information filled within the form is added to the confidential information section in the email.