MEETINGS: How People Register

How do people register for a Meeting?

People sign up on a Booking Form. You publish a Meeting by placing its Generator on a form, where it sits in one ordered list alongside your Appointment Generators, so a visitor chooses a one-to-one Appointment or a group Meeting from the same branded link.

1. Open the Booking Form and go to its Scheduling Options.
2. Add a scheduling option and pick the type, an Appointment Generator or a Meeting Generator.
3. Order the options the way you want visitors to see them, and save.

Placing a Generator on a form is what publishes it. A Meeting shows to visitors only while its Generator is Active and has an upcoming session with seats, and it is simply left off otherwise rather than shown as an error. If you have not scheduled a session yet, the form tells you that visitors will not be able to register until you do.

You can also register somebody yourself from the roster, which is useful when they reached you directly.

What does a visitor experience?

The visitor picks a date, sees the sessions in the timezone they chose on the form, and sees how many spots are left, or Open to everyone when seats are unlimited. A session that is full says This session is full, and if every upcoming session is booked they are told to check back soon.

Their seat is held the moment they choose it, for 15 minutes while they finish the form. A held seat counts against the cap exactly like a registration, so nobody else can take it, and it is released on its own if they walk away. A hold can be extended once and never lasts longer than 30 minutes in total.

IMPORTANT: Join details, the video link or the venue address, are never shown before someone registers. They arrive in the confirmation email and in reminders.

What does a registrant receive?

The confirmation email carries the event details, the join link or address, a calendar invitation and a personal cancel link, so each registrant has everything they need without a Portal account.

Reminders then go out ahead of the session on the channels you set up, each carrying the join details. Because email reaches everyone, a registrant is reminded whether or not they have a Portal login. Anyone who has cancelled is never reminded.

Each person holds one active spot per session. Registering again tells them they already hold a spot, and sends their join details and cancel link once more rather than taking a second seat.

IMPORTANT: Registrants never see each other, anywhere. The roster is visible only to your Staff, and attendees are never exposed in emails, in the synced calendar event, or in the video provider's guest list.

What happens when a session fills up?

The seat cap is the limit on every route, whether somebody registers through a Booking Form or you add them from the roster. When the last seat is claimed by two people at once, exactly one gets it and the other is told the session just filled up. Any cancellation frees a seat immediately and reopens sign-up on its own.

How does someone cancel?

A registrant cancels from the personal cancel link in their emails. It opens a page that needs no login and shows only their own spot, naming who it is reserved for. Cancelling releases the spot straight away for someone else, tells the host, and sends a cancellation confirmation.

The same page handles every other state gracefully. Somebody the host removed is told so, a session the host called off says there is nothing left to cancel, and a session that has already taken place says the same. If a link is out of date, the page explains that the most recent confirmation email always carries the current one.

Cancelling is the only self-service change. There is no reschedule, and only the host edits or cancels a session.

What do Portal users see?

A Portal user who opens the Meetings page sees only the Meetings they personally hold an active spot on, and none of the seat counts or controls a host uses.

CLICK HERE to learn how to charge for a seat.