Auto Scheduler allows event admins to automatically create private meeting schedules. It uses attendees' personal want-to-meet lists and can be optionally enhanced with people attributes for matchmaking. If enabled for the event, the Auto Scheduler is available in -admin under Agenda > Private Meetings > Auto Scheduler.

 

Basic Settings

Basic settings sections apply to all scheduler modes and allow to specify time slots and indicate if generated meetings should be later saved as virtual or regular meetings. 

 

Time Slots

You can specify one or more time slots by adding them with the Add Time Slot option. The Auto Scheduler will schedule meetings only within these time slots. It makes. not checks with event agenda nor private calendars therefore double booking might apply.

Each time slot consists of:

• Date of meeting
• Allotted time slot
• Meeting length
• In-between meetings break

Virtual Meetings

The virtual meetings checkbox allows specifying if the generated meetings will be saved as virtual or regular meetings.

 

Modes

The Auto Scheduler can operate in three modes:

• Want to Meet
• Same Label
• Best Match

Want to meet is the basic mode that can be either combined with Same label or Best match.

 

Want To Meet

Want To Meet schedules meetings based on attendees' personal want-to-meet lists. 

 

Want To Meet the organization

If an attendee has an Organization on their Want To Meet list, the Auto Scheduler will try to match them for a meeting with any of the organization's staff members. 

 

Priorities 

The scheduler will prioritize some meetings over the others, giving higher priority for:

• Attendee pairs where both attendees are on their want to meet list.  

 

Same label matching

This mode allows matching users with labels in common. It might be used to match people with the same interests, profession, or coming from the same country. For this mode selected you need to specify:

• a set of labels
• a preferred number of meetings per user.

Based on that the Auto Scheduler will match people sharing the specified labels. The schedule preview indicates attendees' labels that were matched on the set of labels list. 

 

Priorities 

In this mode scheduler will prioritize some meetings over the others, giving higher priority for:

• Meetings where one or both attendees are on their want to meet list.
• Attendees sharing more labels.

Optionally you can enable Strict Matching. Enabling Strict Matching will only schedule a meeting if the attendees share a label(s) and either of them has the other on the want to meet list.

 

Best Match

With Best Match mode you can instruct the scheduler to create meetings matching two separate groups of attendees in the buyer and seller relationship. For this mode you need to specify:

• buyers labels,
• seller labels,
• the preferred number of meetings per user.

The scheduler will match people between buyers and sellers. 

Optionally you can enable Strict Matching. Enabling Strict Matching will only schedule a meeting if the attendees share a label(s) and either of them has the other on the want to meet list.

 

Schedule Preview

Once the schedule is generated you will receive a notification:

The private meetings schedule has been generated

Clicking on the link or going to the scheduler in Agenda > Private Meetings > Auto Scheduler you can review the results.

The schedule preview is presented in a tree-like table view. Each branch represents an attendee and underneath a set of attendees that were matched for the meeting. 

 

Example

On the screenshot, Adam has been matched with two people from his want to meet list: Caroline and George.

 

The meetings where either of the participants has the other on their want to meet lists are indicated by the handshake icon.

 

Saving or deleting schedule preview

Generated schedule preview is a draft that is temporarily kept for review. It is not saved into people's calendars. To save it you need to select the Save Meetings.

The private meetings generated and saved into people's calendars are auto accepted by default and the description indicates they have been auto-generated. 

You can also cancel the current run by selecting Cancel that will prompt you with a question if you want to delete the current schedule proposal.

Alternatively, you can Rerun the scheduler. Before doing so you should adjust the input parameters and select the Rerun option. It will present you with a modal of previous and new scheduler parameters. 

 

Troubleshooting and Errors

If the scheduler is not able to generate a schedule it will display a generic error notification:

There was an error generating the automatic private meeting schedule

In this case, we advise to review the input parameters and rerun the scheduler paying particular attention to:

• widening or adding more time slots,
• disabling Preferred number of meetings per user by setting it to 0
• disabling Strict Matching.