Here is a series of questions we’re often asked about Meeting Mojo. Click one of the topics below, then select a question within the topic and click to view the answer.
General
Customer services
Setting up your own system
How does it Work?
Customization
Operating Meeting Mojo
Organization/Attendee Profiles
Taking control
General
Setting up the system
Do I need to download software in order to run Meeting Mojo?
Is there an App for Meeting Mojo? Why is your Responsive Design better?
User accounts
What is the capacity of the software – do you have limits on the total number of meetings or delegates? Or any usage limits?
Data Security
Does Meeting Mojo ever reveal delegate email addresses or other personal contact details?
Does Meeting Mojo comply with international privacy laws?
Are delegate/company listings visible only to logged-in users?
Customer services
What customer services do you provide? Do I have to set up and run the system or do you provide any help or advocacy services?
Are there any ‘hidden’ fees such as per-meeting or per-user costs?
Setting up your own system
Setting up the system
How would I set up a Meeting Mojo scheduler?
How long does it take to set up from making the decision to buy to having a live, fully operational system.
What kind of resource will we need to put in to setting up and managing the system?
Can I incorporate your software into my existing conference website?
Can Meeting Mojo become part of our conference App?
Custom Data Entry
Can I add extra fields to the registration form, to capture useful information about delegates, or to include in their online profiles?
Can I include an opportunity for my delegates to opt out of 1:1 meetings when they register via Meeting Mojo?
Meeting scheduling
Will I need to set up a new system for each of my events? Is it possible to reuse content and settings so I don’t have to input all of it again?
User accounts
Can I move organization/delegate profiles and images into another event, so they don’t have to enter everything again?
How does it Work?
Accessing the system
How do delegates access the meeting scheduler?
Can delegates register their own details directly into the meeting scheduler?
Can registration data pass automatically from my chosen registration system to the Meeting Mojo scheduler?
Can my delegates use their conference login to access Meeting Mojo?
Meeting scheduling
Are meetings requested person-to-person, or company-to-company?
Are meetings scheduled in real-time?
Can a meeting invitee respond to a request directly from the notification/invite email without having to log in?
Is it possible for someone to book a meeting with more than one person at one time (one-to-many)?
Does Meeting Mojo sync with native calendars such as Outlook? How can delegates access their 1:1 meetings diary at any time?
Does Meeting Mojo have any facility to rank meeting requests and/or potential meeting targets?
System emails
Does the system automatically send out updates and reminders to delegate inboxes?
What kind of contact can delegates make with each other? Is there a message board, blog, etc where they can pin discussions or other information?
Is the messaging system available for attendees after the event has taken place?
Can delegates view messages online as well as receiving them via email?
Customization
Website content
How customizable is the Meeting Mojo interface?
Can I add new webpages to my Meeting Mojo website?
Can I promote sponsors and partners on the Meeting Mojo system?
I want my own web address on the system – can this be done?
Can I customize the system to turn it into an event website with registration?
Meeting Mojo is not available in my language. Can you translate it so that my delegates will understand it?
System emails
Can I apply my own wording to emails sent out by the system?
Operating Meeting Mojo
Adding/removing attendee data
How will I transfer delegate and company/organization details from my event registration form to Meeting Mojo?
Will I be able to add new delegates to the meeting scheduler whenever I need to?
Can I import the delegate’s photo and organization logo images as part of the data upload?
Can I edit profiles and other entry details without having to log into individual accounts?
Meeting Scheduling
Can I send a email reminder only to delegates who have not responded to meeting requests?
Can I book, cancel or reschedule meetings on behalf of delegates?
Can I change the meeting slots (times)?
System emails
Can I ensure that some/all of my delegates do not receive email alerts from the system?
Reports
Does the system generate a report showing all meetings, with timings, locations and participants?
As an event manager, will I receive any kind of alert if a delegate registers on the meeting scheduler? What sort of information will the system send me?
What kind of statistics can I get from the system?
Organization/Attendee Profiles
Custom Data Entry
Does the search function show the latest attendees/organizations added?
What kind of ‘custom’ profile fields can be added?
Can delegates add their own keywords or other information to their profile?
Is there an option NOT to display a profile field in the attendee/organizations listing?
Can both organizations and attendees have profiles? A personal bio, for example?
Does Meeting Mojo suggest potential meeting targets to users?
Search function
How would my delegates find the people they want to meet?
Does the scheduler display lists of attendees as well as companies? How are they displayed?
Taking control
Limiting meetings/access
can I limit who people can set up meetings with? Can I allow one group of attendees to request meetings, with the other group only able to accept meeting requests.
can there be delegates in the system who can not book meetings but I can still access their details?
Can I limit the number of meetings that can take place on just one or two timeslots, to make sure there are not too many people involved in meetings at these times?
Meeting locations
Can we allocate particular people or companies to their own meeting location, so their meetings are automatically assigned to it?
Meeting Scheduling
When does the actual scheduling of meetings take place?
Meeting timeslots
Am I able to choose the duration of each meeting slot on the system? And introduce breaks between sessions.
Can I block selected time slots or meeting places if I don’t want anyone to use them? For example, during workshops or presentations.
Website content
Can users also sign up for conference sessions and events, and integrate these activities into their online meeting calendar?
Answers
How do delegates access the meeting scheduler?
Your Meeting Mojo system will be located at a webaddress, either [yourchoice].meeting-mojo.com or your own URL. Delegates can access the site via links to this address on your conference website or in emails, and then login with their own username and password.
Can delegates register their own details directly into the meeting scheduler?
Meeting Mojo has a built-in registration form that you can activate to enable delegates to register their own details. A security step allows you to screen registrations before giving them access to the scheduler.
Can registration data pass automatically from my chosen registration system to the Meeting Mojo scheduler?
Meeting Mojo syncs with RegOnline for one-click data transfer and account setup for all your delegates at any time. You can also add data to your Meeting Mojo system via spreadsheet, using the simple Browse-Upload import wizard. We’re currently working on integrating other registration systems – watch this space!
Can my delegates use their conference login to access Meeting Mojo?
Meeting Mojo systems require separate login. If their username is their email address, you can port their login details over to Meeting Mojo. Delegates only need to log in to the scheduler once in order to get straight into their account on each subsequent visit, making links with your conference tools instant and seamless.
How will I transfer delegate and company/organization details from my event registration form to Meeting Mojo?
Delegate and company details can be transferred easily and quickly via spreadsheet. Our versatile template allows you to move column headers around so you can cut and paste just 4 items of essential data from your registration downloads, and import them in seconds through our simple Browse-Upload import wizard.
If you use RegOnline, you can transfer details in one click.
Will I be able to add new delegates to the meeting scheduler whenever I need to?
Yes – add new delegates one by one or in bulk as they sign up for your event.
Can I import the delegate’s photo and organization logo images as part of the data upload?
Images usually need to be uploaded separately – but do contact us if you have an image repository we can link to. Our LinkedIn profile feature will display your delegates LinkedIn photo – if they have one.
Can I edit profiles and other entry details without having to log into individual accounts?
Each event has an admin Dashboard which you can access to edit all organization and attendee details, including meetings.
Can I add extra fields to the registration form, to capture useful information about delegates, or to include in their online profiles?
Yes – using our Custom Fields functions, you can add as many extra fields as you need, and include some or all of them in the online profiles. You can download all of the information in all of the fields for your records.
Can I include an opportunity for my delegates to opt out of 1:1 meetings when they register via Meeting Mojo?
Yes. Sometimes conference delegate do not want to take part in 1:1 meetings, and Meeting Mojo enables you to provide this option to them on registration.
Does the search function show the latest attendees/organizations added?
Yes. The listing pages also show each user whether they already have a meeting with a listed attendee.
What kind of ‘custom’ profile fields can be added?
Almost any category or question can be included, from generic dropdown selections through multiple option categories, short text entries, rich-text descriptions, web links and (for registration forms), checkboxes, radio buttons, dates and times.
Can delegates add their own keywords or other information to their profile?
All delegates automatically have the option to add information to a searchable profile. Keyword listings, however, must be specified by the event organiser to prevent uncontrolled addition of low-value phrases. As an event manager, you can of course add new keywords to the lists as required.
Is there an option NOT to display a profile field in the attendee/organizations listing?
If you are using Meeting Mojo’s built-in registration form, there may be some fields you don’t want to be displayed on your attendees’ online profiles. Meeting Mojo’s custom field manager enables you to ‘hide’ these fields as required.
Can both organizations and attendees have profiles? A personal bio, for example?
Yes, you can add as many profile fields as you want to either organizations or attendees. Add simple instructions to each field to help your delegates use it correctly and to best advantage.
Does Meeting Mojo suggest potential meeting targets to users?
Meeting Mojo provides regular and custom search options, but does not ‘suggest’ meeting pairings. Our feedback tells us that this way of enabling and facilitating business meetings brings more positive outcomes.
Does Meeting Mojo ever reveal delegate email addresses or other personal contact details?
Meeting Mojo complies with data protection laws and guidance applying in most countries. The default system can not display or send any personal contact details, but a logged-in delegate can choose to send this information to another user or add it to their profile, and you as the event manager can set the system to display any or all data fields, at your own liability.
Does Meeting Mojo comply with international privacy laws?
Please see our Terms and Conditions and Privacy Statement for information on how we treat data held on our servers.
Are delegate/company listings visible only to logged-in users?
Meeting Mojo is set to display listings only to logged-in users. As an event manager, you can change this setting so as to display the listings to all website visitors: for example, as a conference showcase.
Can I limit who people can set up meetings with? Can I allow one group of attendees to request meetings, with the other group only able to accept meeting requests.
Meeting Mojo’s versatile meeting configuration settings enable you to set up groups of users with different meeting limit: who they are allowed to book meetings with, or only view online, or neither.
Can there be delegates in the system who can not book meetings but I can still access their details?
With Meeting Mojo you can create a conference website where delegates can opt for or against 1:1 meeting participation. The system stores all delegate details for retrieval at any time.
Can I limit the number of meetings that can take place on just one or two timeslots, to make sure there are not too many people involved in meetings at these times?
Yes, Meeting Mojo offers the ability to limit access to meeting places for any of the timeslots you have set up in the system. You can also block a timeslot so that no meetings take place. These restrictions can be removed if required.
Can we allocate particular people or companies to their own meeting location, so their meetings are automatically assigned to it?
Yes, private meeting rooms or exhibition booths can be added to individual or company entries. This can be set up either to limit meetings to one per timeslot (for private rooms) or to open the location so that all of the company’s delegates can have simultaneous meetings.
Will I need to set up a new system for each of my events? Is it possible to reuse content and settings so I don’t have to input all of it again?
Each Meeting Mojo Customer Account enables you to customize settings, web pages and system emails so that every new scheduler you launch will contain the same configurations, verbiage and images. You will still have to set meeting times and locations, and any Group or Custom Field configurations.
Are meetings requested person-to-person, or company-to-company?
Meetings are between individuals belonging to two different companies or organizations. Meetings can also be set up with delegates who are not affiliated to any organization – for example, freelancers or students.
Are meetings scheduled in real-time?
Yes – each meeting is added to participants’ online schedule at the moment it is requested or accepted.
Can a meeting invitee respond to a request directly from the notification/invite email without having to log in?
If they have previously logged in on the same computer or device, when they click a link in the email they will be taken straight to the response console for the meeting.
Is it possible for someone to book a meeting with more than one person at one time (one-to-many)?
Meetings are always between individuals from just two different organizations. However, each participant is able to invite one or more colleagues into a meeting.
Does Meeting Mojo sync with native calendars such as Outlook? How can delegates access their 1:1 meetings diary at any time?
Meeting Mojo schedules are available in PDF format, downloadable without the need to log in. You can also send delegates a calendar link that can be used to generate and automatically update 1:1 meetings on Outlook and iCalendar.
Does Meeting Mojo have any facility to rank meeting requests and/or potential meeting targets?
Yes – the Bookmark feature enables delegates to set up their own list of prospects, and has a further option to prioritize each one. As a manager, you can retrieve bookmarked lists, with priority rankings, for the purpose of hosted (concierge) meeting scheduling.
Can I send a email reminder only to delegates who have not responded to meeting requests?
Meeting Mojo has a reminder email that you can trigger per delegate or in bulk. Delegates with ‘pending’ meeting requests are clearly indicated on your manager console and you can send them a reminder by clicking a button. You can edit the email content to tailor your message.
Can I book, cancel or reschedule meetings on behalf of delegates?
Your manager console enables you to carry out all the same actions as your delegates, under your own login. Whether they have asked you to set up their meetings, or you want to decide who will meet whom, you can take control of every delegate account.
Can I change the meeting slots (times)?
Agenda changes are inevitable and you need the flexibiity to move meeting sessions. Meeting Mojo allows you to change meeting times: if you’re changing a timeslot that already has one or more meetings scheduled, the system will warn you and provide the opportunity to move the meeting(s) to a new time.
When does the actual scheduling of meetings take place?
Instantly. Whenever a delegate requests or confirms a meeting, it automatically updates each participants online schedule.
Am I able to choose the duration of each meeting slot on the system? And introduce breaks between sessions.
You can set each meeting to any duration, and introduce breaks between sessions or even individual meetings.
Can I block selected time slots or meeting places if I don’t want anyone to use them? For example, during workshops or presentations.
You can block any meeting times you don’t want delegates to access. When the meetings run across 2 or more days, meeting start times are synchronised by the system, so you can block meeting slots on individual days to fit the rest of your event program.
Does the system generate a report showing all meetings, with timings, locations and participants?
Yes, the full list can be downloaded from the Admin dashboard.
As an event manager, will I receive any kind of alert if a delegate registers on the meeting scheduler? What sort of information will the system send me?
Meeting Mojo settings enable you to choose whether to copy all system emails to your inbox. If you do so, you will receive an alert each time a delegate registers on the system.
What kind of statistics can I get from the system?
You can monitor numbers of attendees, meetings requested (unconfirmed) and meetings confirmed, in real time on the Admin Dashboard; you can also download all attendee data, and all meetings, including meeting date/time, location, and meeting participants. You can also download the availability status of all participants, as well as bookmark lists (if activated).
How would my delegates find the people they want to meet?
Pro-active delegates always want to maximize opportunity by presenting the fullest possible profile. You can add to Meeting Mojo’s basic text search and alpha index by providing custom categories and fields that they can fill or edit. These categories are incorporated into the system’s search filter, helping your delegates to find the business partners they are looking for.
Does the scheduler display lists of attendees as well as companies? How are they displayed?
Meeting Mojo provides the options to display organization listings only, attendee listings only, or organization and attendee listings. Attendees are always shown with their organizations, whichever option you choose. If some of your attendees have no affiliations (for example, free-lancers or students), Meeting Mojo will display them as ‘solo’ attendees (name only).
What customer services do you provide? Do I have to set up and run the system or do you provide any help or advocacy services?
The system is easy to set up and operate, using our online guides. We also provide support and advice at a number of levels, from basic technical support through full set up, customization and management. Contact us to find out how we can make 1:1 meetings work for your event.
Are there any ‘hidden’ fees such as per-meeting or per-user costs?
When you purchase Meeting Mojo, the total cost is set out in one invoice – either our flat fee for software usage, or a pre-agreed sum for software-plus-services. We will not come back to you later on with any additional charges!
Do I need to download software in order to run Meeting Mojo?
No – everything runs on our servers so you don’t need to download or maintain the software. You can create a Customer Account online to set up your own meeting scheduling website(s) using our 3-step rapid setup wizard and downloadable HowTo Guides – or, we can do it for you as part of our versatile services package.
Is there an App for Meeting Mojo? Why is your Responsive Design better?
We don’t create Apps because it’s better to integrate Meeting Mojo into an existing conference App. If you don’t have this, our Responsive Design websites look and feel exactly like an App, with no limitations on functionality and without the extra step of downloading from an App store. Meeting Mojo launches immediately on any internet-connected device when you click a link within any of the email alerts sent by the system, or tap a Favourite icon.
How would I set up a Meeting Mojo scheduler?
You will be provided with a login account with our ‘Create event’ wizard, with online guides and help files. Contact us at any time for technical assistance.
How long does it take to set up from making the decision to buy to having a live, fully operational system?
As little as one hour! We have a variety of purchase packages, from Software-only (where you can set up your own system within a few minutes of online purchase) through our Software plus Service offerings, where the setup time can be anything from one day to one week, depending on your requirements.
What kind of resource will we need to put in to setting up and managing the system?
Meeting Mojo has been designed so that you can add 1:1 scheduling without having to assign extra staff to run it. Most of our customers spend just a couple of hours per week.
Can I incorporate your software into my existing conference website?
Although Meeting Mojo schedulers are standalone websites, they are highly customizable to your branding and can use your conference web address, making meeting scheduling a seamless experience that is fully identified with your event.
Can Meeting Mojo become part of our conference App?
We have an API that will enable your delegates to access their meeting schedule, and delegate listings/profiles, via an App. At this time they cannot book meetings through your App but this feature will soon be available.
Does the system automatically send out updates and reminders to delegate inboxes?
The system sends an email every time a meeting is requested, accepted, updated or declined. It has a facility for sending out reminders but this is manually operated – Meeting Mojo does not ‘spam’ delegates with frequent reminders, digests or other generic content.
What kind of contact can delegates make with each other? Is there a message board, blog, etc where they can pin discussions or other information?
Meeting Mojo comes with an online messaging service. Delegates can either attach a message to a meeting – and reply to incoming messages, creating a thread – or send a separate message to any delegate, independent of any meetings. The separate messaging function can be switched off to create a focus on meetings, and can be left on after the event to enable delegates to continue communicating.
Is the messaging system available for attendees after the event has taken place?
Yes – you can keep the messaging service ‘live’ for as long as you want after each event.
Can delegates view messages online as well as receiving them via email?
Yes – messages are threaded in an online Inbox in each delegate’s login account.
Can I apply my own wording to emails sent out by the system?
All Meeting Mojo email templates are editable so you can edit and/or add your own wording.
Can I ensure that some/all of my delegates do not receive email alerts from the system?
For some of your delegates, it may be important that they do not receive messages to their inbox. Meeting Mojo’s admin console enables you to block the sending of emails to individuals, or all of your delegates.
What is the capacity of the software – do you have limits on the total number of meetings or delegates? Or any usage limits?
Each Meeting Mojo system has unlimited capacity for users and meetings. If you need to impose your own limits, this can be done via switches and editable settings and switches on your admin Dashboard.
Can I move organization/delegate profiles and images into another event, so they don’t have to enter everything again?
You can port data and images to a new event. If delegates attend your events frequently, this can save them a lot of time as they do not need to input their details again.
How customizable is the Meeting Mojo interface?
Public-access web page content and styling, and the header and footer images are fully editable: add text, hyperlinks, images and video, and change the menu and background colors, font face and hyperlink behaviours. The content management system includes an HTML editor for easy transfer of content from other websites. Interactive pages (login area) cannot be altered but retain the header and footer images. You can also create your own URL for the entire website.
Can I add new webpages to my Meeting Mojo website?
The software includes a simple content management system where you can create and/or edit public access web pages. Add text, hyperlinks, images or videos to customize your Meeting Mojo website.
Can I promote sponsors and partners on the Meeting Mojo system?
The editable webpages and header/footer areas are available for you to place logo images, text, links and video to promote your event sponsors and partners.
I want my own web address on the system – can this be done?
Yes – you will need to create a subdomain which maps to our server.
Can I customize the system to turn it into an event website with registration?
Yes you can! If you can manage delegate fees and other payments offline, Meeting Mojo can provide you with a professional and effective event website.
Meeting Mojo is not available in my language. Can you translate it so that my delegates will understand it?
We provide a template for you to translate all of the text displayed on the system, which we will incorporate into the software free of charge.
Can users also sign up for conference sessions and events, and integrate these activities into their online meeting calendar?
Meeting Mojo features an add-on called Sessions, which lets you add workshops and other activities onto the system. When delegates sign up for these online, they are added into their personal meeting calendar, and prevent them from requesting or accepting meetings at the same time as their sessions.