Meeting Planner provides the event manager with interactive tools to allocate and manage meeting rooms and demo stations. Requests for meetings can be set by the administrator or by the sales team.
Meeting Planner is provided in SaaS mode (Software as service) over the internet. The system is secured and monitored by ProMarketing tools.
The administrator (Admin) can set up the dates and hours of the event, review all meeting requests and approve or reject them.
Sales team user experience - requesting meeting space, approval process
To access the meeting planner to request a meeting the organizer (sales person, PA, PSE) needs to be registered. The registration can be done as self registration (open system) or by admin registration (closed system).
In both cases, the organizer can view only his own meeting requests and can view free or busy status of the other time slots. In the registration process the organizer needs to provide his name, email, and password. (Other fields can be added). Logging in to the system is activated via email address and password.
Once the organizer has logged in, he can view all meeting rooms status and can select a free time slot. A new screen will appear in which the salesperson needs to enter the name of the customer/partner/prospect, the topic and attending customers. There is an option to add region, type of meeting and brief for C-level managers. Once the request is submitted, the organizer will get email confirmation with the meeting status: Pending approval. In parallel, the admin will get an email with the request for meeting.
Admin user experience approval/rejection process
The admin can log into the system and view all meeting requests and can approve, reject or keep as pending approval. The organizer can access his meeting time slots – while the status is pending approval.
Once the admin has changed the meeting status, there is an option to send the organizer an e-mail confirmation. The meeting requests will have 3 color codes: Green =Approved, Red=Rejected, Gray=Pending Approval.
The admin can sort and filter the following details: Organizer, Meeting Room, Product, Region. The admin can also export all meeting data in an excel file. The admin can export an excel file of specific filtered data, such as all meetings in a given day, meeting rooms, regions, etc
Customizations and ads-on
The meeting planner can be customized with additional meeting info. E.g. main product, country, customer/partner/prospect, booking or with post event Organizer’s report.