Automated Meeting Scheduling & Requesting

Automated meeting scheduling and requesting is a powerful feature designed to simplify how companies connect during events. Traditionally, scheduling required significant manual effort from operations teams, but with automation, meetings can now be confirmed seamlessly once two companies express mutual interest.

The process begins when companies review a shared matchlist. Each organization can select other companies and specify which contacts they wish to meet. When only one company selects another, this is called a one-side select. If the other company also selects back, it becomes a two-side select—the foundation for automatic scheduling.

With both parties and their contacts identified, plus availability already collected through the system, meetings can be automatically arranged without manual intervention. Users can configure meeting duration, locations, time ranges, and even add buffer times between meetings. Smart scheduling options include placing meetings at the first available slot or clustering them close together for efficiency.

Duplicate meetings can also be managed flexibly. Options include disallowing duplicates, allowing them on a company or contact level, or merging duplicates into a single multi-attendee session. This ensures fair distribution of meeting slots while preventing unnecessary overlaps.

The platform also supports open meetings—when one company selects another, but no response comes back. These can be handled manually by sending reminders or automatically through the auto meeting request feature. This feature emails companies that they’ve been selected and prompts them to respond with availability. Meeting request jobs can run instantly (on response) or periodically (daily, weekly), ensuring maximum engagement.

Ultimately, automated scheduling and requesting reduce workload, improve efficiency, and enhance attendee satisfaction by ensuring faster, smarter, and more organized meetings.