1 Overview
2 Differences Between MMP and Meeting Scheduler
3 Setup Summary for MMP
4 Setting Up a Sender Name and Email
5 Setting Up a Meeting Request Form (Required for Inbound Flow, Optional for Outbound Flow)
6 Setting up a Meeting Instance
- 6.1 Meeting Types
  - 6.1.1 Meeting Types Page
  - 6.1.2 Creating Types Inside an Instance
    - 6.1.2.1 Approval Workflow
- 6.2 Locations
  - 6.2.1 Creating a Location
  - 6.2.2 Adding Room Availability
- 6.3 Adding Staff Members
  - 6.3.1 Importing Staff
  - 6.3.2 User Permissions
    - 6.3.2.1 Changing Security Profile
  - 6.3.3 Assigning Staff to Meeting Types
  - 6.3.4 Setting Staff Availability
    - 6.3.4.1 Setting Staff Availability in Bulk
- 6.4 Adding Attendees
  - 6.4.1 Importing Attendees
- 6.5 Notifications
- 6.6 Publish
- 6.7 Inbound Settings and Branding
  - 6.7.1 Enabling/Disabling Inbound Link
  - 6.7.2 Adding a Logo and Color Branding
  - 6.7.3 Adding a Landing Page
  - 6.7.4 Adding Guests
  - 6.7.5 Success Page
7 Categories (Optional)
8 Resources (Optional)
9 Booking a Meeting
- 9.1 Webapp Flow (Outbound)
- 9.2 Captello Mobile App Flow (Outbound)
  - 9.2.1 Booking a Meeting When Capturing a Lead
  - 9.2.2 Adding an Attendee Without Launching a Form
- 9.3 Inbound Flow
  - 9.3.1 Inbound Flow Host Assignment
  - 9.3.2 Inbound Booking Using Dynamic Duration Meeting Types
  - 9.3.3 Inbound Flow Walkthrough
10 Master Calendar
- 10.1 Approving a Meeting
- 10.2 Modifying a Meeting
- 10.3 Deleting a Meeting

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 Scheduler .

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>.

In the future, you will be able to add your own domain to the sender email as well. For example ABC Company <meetings@abc-company.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
Set up your name and email.

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>

In the future, you will be able to add your own domain to the sender email as well. For example: ABC Company <meetings@abc-company.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’.

Click on 'New'.

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

Add the questions you desire to the form.

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.

Save and exit the form when done!

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’.

Click ‘New Instance’.

Add the instance’s details:

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

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.

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

The meeting types page will have all created types, regardless of where they were created

Creating Types Inside an Instance

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

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

Click on ‘New Meeting Type'.

Add the meeting type’s details:

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.
- External Reqeusts: For inbound meeting requests (upcoming feature).
- Approval types are:
  - 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).
  - Automated: The meeting needs to be approved by attendees. There are 2 options to select from; ‘Any internal staff member’ meaning the meeting invitation will be sent if any invited person approves it, and ‘All internal staff member’, meaning that the meeting invitation will be sent once all of the attendees approve it.

Click 'Create' to finish creating the meeting type.

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 (upcoming feature).

Creating a Location

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

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

The value in the ‘Location’ field is sent in meeting invitations to attendees.

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.

Offsite rooms do not need availability settings, and will always be available.

Multiple availability slots can be added for different weekdays, specific days, or date ranges.

Click ‘Save’ to finish creating your room.

Adding Staff Members

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

Users that have access to the capture form will be readily available to be added by selecting them.

'System users' allows you to select existing system users

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

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.

Importing only works for adding users that are not existing in your Captello account.To invite an existing user, they need to be added through ‘Existing users’ or ‘Capture form users’.

User Permissions

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

This is not to be confused with system wide security profiles. The following security permission levels only affect the meeting instance.

The following permission levels are available.

Internal Staff: Cannot book meetings, and can only see meetings they are invited to.

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

Meeting Manager/Admin: Has access to all meetings, can book, edit and cancel meetings.

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.

Assigning Staff to Meeting Types

Staff must be assiged 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.

Setting Staff Availability

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

Multiple availability slots can be added for different weekdays, specific days, or date ranges.

Setting Staff Availability in Bulk

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

If staff members already have availability set, this will add a new slots of availability for them.

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

This option is useful if you have a pre-show attendee list.

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

Notifications

The ‘Notifications’ page allows you to add a notification (or exclude people from receiving notifications) for when a meeting is schedueled, 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.

Publish

To be able to use your meeting instance in the Captello mobile app, and to generate an inbound link, it must be published. To publish and event, click the ‘Publish’ button in the ‘Publish’ page.

Once published, the event start showing on the Captello mobile app, also, the inbound link will start appearing.

You can regenerate a new link when needed, such as if the current link was getting spammed.

Note that the link will only work during the instance timeframe. If you need prospects to book meetings before the event, make sure to set the start date of the instance to be before the event, while keeping availability times be during the event.

Inbound Settings and Branding

A new page will also show up, named ‘External request - Inbound’. It allows you to toggle the inbound link availability, customize your logo and brand colors, and use a landing page.

Enabling/Disabling Inbound Link

Use the toggle to enable/disable the inbound link. You can also set an expiry date for the link.

Adding a Logo and Color Branding

Use the Brand customization area to enable and add your logo if needed, and change the theme colors of the meeting page.

The following screenshot demonstrates where the logo colors appear.

Adding a Landing Page

Adding a landing page will show a button that leads to the meeting link as part of an embedded experience.

To add a landing page, switch on the landing page toggle, then select either a Captello landing page, or a web address.

Adding Guests

Enable meeting requestors to add additional people to the meeting. Click the toggle and set the max number of guests to allow adding more people.

While booking, an ‘Add Guest’ button will show up for adding guests.

Success Page

Sucess customization allows you to control what happens when clicking the button after scheduling the meeting, whether to go back to the scheduling page or to redirect them.

You can also set a success banner.

Recommended resolution for the success banner image is 1000x200px (10:2 aspect ratio).

Categories (Optional)

Categories act as sub-types for Meeting Types that can be used for further categorization or specialization. Categories can be added to staff members profiles.

To create a category, navigate to Meetings > Categories, and click ‘New category’.

Resources (Optional)

Resources, such as monitors, computers, or projectors, can be added to rooms. Resources will appear on each room’s details when booking a meeting.

To create a resource, navigate to Meetings > Resources, and click ‘New resource’.

Booking a Meeting

Booking a meeting can happen in 3 different ways. Click a hyperlink below to skip to each method:

Webapp Flow (Outbound)

Navigate to the ‘Meetings’ page and click on ‘New Meeting'.

Click the ‘+’ icon on the botton right corner.

Select the meeting type, staff members, and location.

A meeting needs alteast 2 people, with atleast one meeting manager to be the host.

Add Attendees.

Attendees appearing on the right side are previously added to the instance.

To add new attendees, click the ‘+ Add Attendee’ hyperlink.

This allows adding attendees manually, or searching your Captello account for prospects using the search button.

Double click or drag over an available slot to start booking the meeting, then click ‘Continue’.

Review the meeting details and click ‘Schedule’ to book it.

Depending on the meeting type, it may need approval after getting booked.

Optionally, the meeting form on the left side can be filled to provide more information about the meeting to staff members in their invitation emails.

Captello Mobile App Flow (Outbound)

Make sure your event is published so it shows on the mobile app.

Booking a Meeting When Capturing a Lead

After a lead’s first name, last name and email are filled in the form, the ‘Schedule meeting’ button will appear, allowing you to book meetings with the captured lead.

After clicking ‘Schedule meeting’, select your instance.

The attendee will be selected from the get go.

Next is to select the meeting type, staff and location. Then a meeting can be booked.

Double tap an avaialble slot to start booking, then tap ‘Confirm’ and ‘Continue'.

Review the meeting details and click ‘Schedule’ to book it.

Depending on the meeting type, it may need approval after getting booked.

Adding an Attendee Without Launching a Form

Lauch MMP from the app’s hamburger menu or from your capture form’s ‘Meetings’ option.

Select your instance.

Tap the '+' button.

Tap the arrow on the left side, then click the ‘Attendees' tab

Tap ‘Add Attendee'.

Enter the attendee information, search your Captello account for prospects, or scan the attendee’s badge (the scanner is set up on the form connected to the instance).

Continue the flow by adding staff and a location, and schedule the meeting.

Inbound Flow

Inbound Flow Host Assignment

Note that the meeting host assignment depends on the approval flow of the selected meeting type.

In case of Instant Approval: The system automatically assigns the meeting to an available staff member and sets that person as the host, based on staff availability at the requested time.
Managed Approval: When a meeting requires approval, you can manually select an available staff member during the approval process. The selected staff member will be set as the host.

Inbound Booking Using Dynamic Duration Meeting Types

If the meeting type has a minimum and maximum duration, there will not be an option to select the duration. Instead, the minimum duration will be selected.

Inbound Flow Walkthrough

Using the inbound link generated on the ‘Publish’ page, the inbound meeting booking flow is as follows:

Visit the inbound link (External Meeting Request Link).

Note that the link will only work during the instance timeframe. If you need prospects to book meetings before the event, make sure to set the start date of the instance to be before the event, while keeping availability times be during the event.

The inbound flow requires a physical room to have availability. Offsite and virtual rooms will not count.

If a landing page is used, click ‘Meet with us’ on the bottom right of the screen.

Select a Meeting Type and a Category (optional).
Select an available time.
Add your contact information, and guest(s) if needed.

Note that the inbound flow requires at least name or email to be on the Request Form. Contact information fields by default will not show during the outbound flows. This can be verified or changed from each field’s properties.

Schedule the meeting!

Master Calendar

The master calendar allows you to see meetings across the instance (as long as you have access to them according to your role), and allows meeting managers to approve meetings. Access the instance’s Master Calendar by clicking the icon on the top right corner.

The master calendar shows all of the staff members, rooms and meetings. It also shows available and unavaialable time slots.

Various filters can be used to show meetings by type, category, status, staff members, location, or even attendees.

Approving a Meeting

If the meeting type requires approval, a user with the required role will be able to open the meeting details and approve it.

To approve a meeting, access the master calendar, and navigate to the approvals tab.

You can approve meetings in bulk by selecting them and clicking ‘Approve’.

Modifying a Meeting

To modify a meeting, launch the Master Calendar as a meeting manager, click on the desired meeting and click ‘Edit’. Editing the meeting allows adding/removing attendees and staff.

Meetings that are completed cannot be modifyed or deleted.

Deleting a Meeting

To modify a meeting, launch the Master Calendar as a meeting manager, click on the desired meeting and click ‘Cancel'.

Meetings that are completed cannot be modifyed or deleted.