Create and Manage Meetings

Meetings often act as a starting point for a potential partnership opportunity. The Meeting feature enables you to capture and manage the interactions that happen between your company and other potential partners.

Overview

The Meeting feature allows you to:

• Record key events and decisions taken during meetings.
• Share information and next steps based on the interaction between you and your potential partner.
• Understand the communication timeline and opportunity evolution.
• Track and monitor interactions with a partner company.

Create Meetings

You can create meetings from four places on the application:

Via the Navigation Bar

You can create a meeting wherever you are in the application by clicking the blue Create button at the bottom of the navigation bar. Click Create and select Meeting in the drop-down list.

Via an Opportunity Overview

Go to the Meetings tab of the opportunity in which you want to add a meeting and click Create.

Via a Company Overview

Go to the Meetings tab of the company in which you want to add a meeting and click Create.

Via a Contact Overview

Go to the Meetings tab of the contact in which you want to add a meeting and click Create.

Creation Process

In whatever page you click the Create button, a pop-up will open asking you to enter the meeting details.

The title of the meeting, the associated company, and the meeting date are the three mandatory fields to create a meeting.

Additionally, you can indicate:

• The related opportunities. They must be created first in the platform to be displayed and selected here. You can select one or several opportunities that the meeting is related to. If you create a meeting from an opportunity overview, this opportunities will be assigned as the related opportunity by default.
• The related conference. The name of the conferences must be added manually at first. After that, you will be able to select the conference from the list you initially created. 
• The attendees. Here you can either add an existing contact as an attendee or create a new one on the fly.
• The access level of the meeting: private or public.

Once you've created the meeting, you can add notes and attachments, and manage attendees.

Manage Meeting Attendees

Attendees can either be Internal or External. This distinction is important for the accessibility of the meeting and is highlighted in the list of suggested names when adding attendees. See the next section Manage Meeting Access Control for more information.

• External: For attendees who are from the company you met during the meeting. These attendees are automatically categorized as External based on their company name.

• Internal: For attendees who are from your company and who are Inova users or not. These attendees are automatically categorized as Internal based on their email addresses. Please refer to this article for more details.

In the meeting overview, click Manage in the Attendees section. A pop-up called Manage Access for the XXX meeting will appear.

To add attendees, start entering their names in the search bar and select them in the list. You can also create a new contact on the application from there.

To remove attendees, click the cross next to their names.

Manage Meeting Access Control

The Meeting Access Control is independent of the Initiative Access Control. A public initiative may contain a private meeting and conversely, a private initiative may contain a public meeting.

Warning: Making an initiative private doesn't automatically make the meetings contained in this initiative private. You'll need to set the meetings as private independently from the initiative.

In the meeting overview, click Access at the top right of the page. A pop-up called Manage Meeting Access will appear. 

To make the meeting private, click Make private. Only the internal attendees of the meeting who are users of the application will be able to see the meeting.

If the meeting is private and you want to reverse it, click Make Public. All users in the application will be able to see and open the meeting.

Important: To make a meeting private, you must select at least one internal attendee who is a user of the application. You can't make a meeting private with only external attendees.

Edit or Delete Meetings

Open the meeting and:

• Click Edit to update the details of the meeting.
  
• Click the ellipsis icon and Delete to delete permanently the meeting.
  

Manage Meeting Notifications

You can choose to be notified when you're mentioned in the notes of a meeting.

Create Opportunities From Meetings

If you created a meeting from a company profile, or from a conference import, you can create a related opportunity by clicking Create an opportunity.