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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

Meeting overview.png

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 one or several partner companies.

Create manual meetings

You can create meetings from four places on the application:

From the navigation bar

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

Meeting create nav bar.png

From an opportunity overview

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

Meeting_creation_2.png

From a company overview

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

Meeting_creation_in_company.png

From a contact overview

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

Meeting_creation_in_contact.png

Creation process

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

Meeting create.png

The title of the meeting, the associated companies, 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 opportunity will be assigned as the related opportunity by default.
  • The related conference. The names 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.

Meeting overview.png

Import meetings

To save time on data entry, you can use the event integration or the Excel meeting import to create a large number of meetings at the same time.

Using the Event integration for One-on-One Partnering conferences

See Import Meetings from Conferences.

Using the Excel meeting import for other conferences

See Import Meetings from Conferences.

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.

Meeting create opportunity.png

Manage meeting attendees

Attendees can either be Internal or External. This distinction is important for the accessibility of the meeting. See the next section Manage Meeting Access Control to learn more about that.

Depending on whether the meeting has been created from the Event integration or manually created, the management of attendees is slightly different.

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

Start entering the name in the search bar and select the relevant match.

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

Meeting access control.png

External attendees

External attendees are people from an outside company whom you met during a meeting with your company.

Meeting attendee external.png

  • With the Event integration meetings: The external attendees are automatically extracted from the delegate section of the meeting in the message center of One-on-One Partnering, created as contacts in Deal (if not existing yet) and categorized as External in the meeting in Deal.

  • With the manually created meetings: Manager users can add external attendees (i.e. contacts) once the meeting has been created.

You can add more external attendees to a meeting (Event integration meeting or manual meeting) after it has been created in Deal, by selecting existing contacts or creating new contacts in Deal from the meeting page (Manage button in the Attendees section).

Internal attendees and Deal users

Internal user attendees are people from your company who are Deal users. 

Meeting attendee internal user.png

  • With the Event integration meetings: The internal attendees who are Deal users are automatically extracted from the delegate section of the meeting in the message center of One-on-One Partnering, mapped to the corresponding user profile in Deal based on their email address, and displayed as Internal and User in the meeting in Deal.
    If some internal user attendees use a different email address in One-on-One Partnering and Deal, Managers with a Business Admin role can map them together on the Deal Administration page.
    Conferences user mapping.png
  • With the manually created meetings: There are no Internal user attendees for these meetings and therefore, you CAN’T add any.

Internal attendees and non Deal users

Internal non user attendees are people from your company who aren't Deal users. 

Meeting attendee internal non user.png

These internal attendees only exist on meeting pages. They’re automatically and only created when synchronizing conferences with the Event integration. They’re automatically extracted from the delegate section of the meeting in the message center of One-on-One Partnering, and displayed as Internal and Non user in the meeting in Deal.

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. 

Meeting access control 1.png

To make the meeting private, click Make private. Only the meeting attendees (who are Deal users) will be able to see the meeting.

Meeting access control 2.png

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.
    Meeting edit.png
  • Click the ellipsis icon and Delete to delete permanently the meeting.
    Meeting delete.png

Manage meeting notifications

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

Meeting_notification.png

Detailed meeting user rights

Rights Manager Contributor
View meetings
if the meeting is public
Create meetings No
Import meetings No
Create opportunity from a meeting
Edit meetings No
Manage meeting attendees No
Manage meeting access control No
Delete meetings No
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