Release Notes

Release 47.0 - June 2022

Category Title Description
Meetings Expanding hybrid event support - establishing rules for physical and virtual meeting location assignment

Over the past several years, we’ve all seen that MeetMax has proven itself to be a powerful virtual events platform - in addition to the expansive registration, scheduling, and onsite capabilities our clients have been depending on for the past 20 years. As we head back to in-person events and dive in head first to the complexities of hybrid meetings programs, MeetMax continues to evolve and meet these challenges.

This new set of features allows for a system-level field to track onsite versus virtual attendance, combined with the ability for event hosts to establish detailed rules regarding the allocation of meeting locations. Whether you have an event which simply splits virtual and in-person meetings by day, or if you have a fully integrated hybrid event with mixed meetings of onsite and virtual attendees - you can establish rules to cover all hybrid use cases.

This dramatically simplifies your task of assigning meetings either to a physical meeting location (room, booth, etc.), to a virtual meeting location (e.g. Zoom or BlueJeans link), or both a phyiscal and virtual location.

Emailing Consistent Email Wrappers

A recurring request from clients has been the ability to more easily self-administer consistently branded emails coming out of the system. In the past, achieving this outcome required intervention from the Support team, and still couldn't be universally applied to all email messages. With this new feature, clients can either bring their own HTML templates into MeetMax or purchase our premium branding add-on and let our team apply your custom branding to mobile-friendly email templates.

Meetings Allowing event hosts to set rules for the Meeting Type counts displayed on meeting schedules

Many event hosts rely heavily on the Meeting Type count which is displayed on meeting schedules to help meeting attendees get a quick idea for the type and size of meeting they are joining. However, over time we've come to observe that different event hosts have divergent views on how these types should be calculated.

Some clients don't want employee attendees calculated in the institution count, while others may want to change the threshold at which a meeting is considered a "Group" meeting. This new feature allows clients to establish your own counts and filtering rules to personalize the calculation of the Meeting Type value.

Meetings Introducing the ability to "opt-out" of a meeting with a specific company or attendee

Several clients will already be familiar with this feature, as we've bent the software to support this use case for the past couple of years. This new feature formalizes support for a proactive "opt-out" request where an attendee or company may wish to expressly indicate another attendee or company with whom they do not wish to be scheduled.

In the past, our work-around solutions would cause there to be an inflated number of requests and require some careful tweaks to ensure these opt-out requests were not exposed to the request targets. In this new release, the process of opting out no longer requires the submission of a dummy request - and the "opt-out" action is completely separated from the "request" action (instead of being expressed as a faux request).

Meetings Preventing meeting creation when no locations are available (un-moderated events)

In events where end-users are allowed to confirm their own meetings, event hosts can now enable a restriction which requires the availability of an open meeting location in order for the end-user to schedule a meeting into that time slot. Additionally, we've enabled the ability for a reserved room of the Request Source to be used by the Request Target (previously not possible). In this way, we can ensure that if no location is available for the suggested time-slot - the Request Target will have to accept into a different time slot.

3rd Party Integrations Expanding Salesforce integration to the entity side (Companies/Issuers, Exhibitors, Sponsors)

This new collection of features expands upon our existing integration with Salesforce and Salesforce-core CRM solutions such as SingleTrack and Tier1. Specifically, we’ve added the ability to synchronize Company records in MeetMax with Account records in Salesforce. Then, this connection is further leveraged to allow for importing and synchronizing Company Reps and/or Company Contacts with Salesforce Contacts. Be sure to join us on our new release webinar for a deeper dive on how this new feature will save you time and generate revenue with quicker turn-around times importing engagement data back into your CRMs and sent off to data warehouses.

3rd Party Integrations Allowing for a Salesforce sandbox environment connection

A common request from developers working on Salesforce integration with MeetMax, we've introduced the ability to configure a Sandbox connection - which can be set up in addition to the production environment connection with developers easily toggling between the two.

3rd Party Integrations Introducing Datazoic/PRISM CRM integration

We're very pleased to announce a brand new CRM integration with the PRISM CRM product from Datazoic. Over the past several years a number of MeetMax clients have started using this CRM solution and this new release will feature the same basic field mapping and registration lookup functionality we created in the earlier iterations of our Salesforce integration.

UI/UX Improvements Allowing for client configuration of Message Tag display

Many clients choose to use MeetMax because of the flexible customization performed by our Support office, helping you tailor events to your specific needs. One common way that this presents itself is a desire for displaying different content to different types of users on the same pages.

For example, a different landing page message for Institutional Investors vs. Industry Contacts or a different explanation of hotel offerings for Hosted Attendees vs. Sponsoring Exhibitors. Historically, achieving this would require reaching out to MeetMax Support to have them set up custom programming logic on the back-end of a given page - which also means that the logic (and sometimes the content) of a displayed message were obscured from the event host. This new feature allows clients to configure the creation and display rules for different message tags on a given page.

Emailing Assigning Custom Pages as intended for use as an Email

A few years ago we introduced the concept of Custom Pages in MeetMax. These pages have allowed for very flexible and tailored content management in the software, including the advent of Custom Lists and Custom Forms. Over time, these Custom Pages have also been heavily leaned on for nicely tailored Email template content. One consequence of this has been that - when batch emailing - all of the Custom Pages show up in the Attachment drop-down. This new feature allows event hosts to explicitly indicate that a Custom Page will be used for Email. All other Custom Pages will be omitted from the Attachment drop-down if they are not expressly flagged as such, and the preview link for Email pages will open in an email preview dialog window rather than opening in a new browser tab like a web page.

Webcasting Expanded replay integration on Presentations schedule and Webcast player pages

We've expanded our webcasting integration to include replay information on the Presentations schedule page, as well as the Webcasts embedded player page. Depending on the replay availability in your event, you can choose to show either a label of "no replay available" for presentations which do not have them, or a label which indicates how long a replay will be available for presentations which have them, or both.

On the presentation schedule, the length of replay will be displayed below the "Webinar" button and the button itself will be hidden once a webinar replay is no longer avialable. On the live/replay embedded webcast player page, indicators will be shown underneath each session in the video selector on the left, and webinars without a replay (or whose replay has expired) will be removed from the listing.

UI/UX Improvements Displaying action options on pop-up profiles

Many clients will be familiar with the robust pop-up profiles which can be displayed by way of clicking on a company or attendee name from various places in the system (e.g. meeting requests, custom lists, floor plans, meeting schedules). We've added the ability to take actions from within the pop-up profiles even when you're on a page which doesn't otherwise allow those actions.

For example, if an end-user is viewing a custom list of participating companies or the presentation schedule for an event, we can now allow them to initiate a meeting request or send a message from these contexts. Historically, this would have only been possible from the Meeting Requests page itself.

Registration Expanding upon the "free" company rep or guests feature (paid events)

This feature expands upon a related, recently released enhancement which allows the event host to establish a set number of "free" reps or guests for a company or attendee in a payments-enabled event. Previously, this had to be set on a per-company or per-attendee basis, but now a default can be established for each Registration Type (e.g. Silver Sponsors get 3 free reps but must pay for any additional reps beyond that). However, just as before - the event host can still go and establish a company-specific override to set a different number of included reps based on a negotiated rate.

Meeting Automation Creating event sandbox environments for schedule automation modeling

For clients who take advantage of our meeting scheduling automation tools, this new feature expands upon our sandbox capabilities. Users of these tools likely already know that we can presently choose to set any single automation run to "run in sandbox" in order to model the results.

However, if you would like to see the results of multiple automation runs in succession - the current sandbox option isn't a great solution for that. This new functionality allows your MeetMax Support Rep to create a new sandbox environment from the staging database, granting you the ability to log in and easily model multi-step scheduling automation outcomes before you run them in production.

Presentations Establishing a capacity and Group Name exclusions for Presentations

Our Activities module has long featured the ability to set a capacity on how many people can sign up for each Activity, as well as the ability to exclude specific attendees from being able to sign up based on their "Group Name" value. This latest enhancement simply expands that same feature functionality into the Presentations module. This is useful when sign-ups are required for a small session at a Table or in a conference room where chairs are limited.

Meetings New filtering options for Joinable Group Meetings

Joinable Group Meetings ("joinables") are a feature which has existed in the software for several years. They are a special type of group meeting which is pre-determined in its time and date, for which attendees can sign up to join and either be automatically added - or scheduled into alongside standard meeting requests.

This might take the form of a special dinner a company is hosting, or perhaps product demonstrations being run by an exhibitor. This latest feature upgrade makes these joinables more easily visible and filterable in different locations.

First, we've added the ability to use the categorical "checkbox" filtering on the left side of the Meeting Requests page to search for companies or attendees who have joinables scheduled. Additionally, we've added a new filtering option so you can create a Custom List Page which displays only those companies or attendees who have joinables scheduled.

Finally, and this applies to all events (not just those using joinables), we've added the ability to more precisely indicate which "Actions" should be available on a Custom List Page (e.g. showing the joinables request action or the message action, but not the standard meet/request actions).

UI/UX Improvements Adding a new filter for "Without Attending Presentation"

Just as it says on the tin, we've added a new filter on the Attendee List interface for event hosts to identify those registrants who have not yet indicated any interest in attending a presentation. This allows for hosts to target these attendees for follow-up reminder emails about taking action to add presentations to their calendar.

Custom Pages Adding the "Group Name" field as an available column for Custom Lists

Another straightforward, minor feature improvement. We've added the Group Name field as an available column to be included on Custom Lists created through the Custom Pages module.

UI/UX Improvements Adding new filters to the Pending lists (paid events)

This will be welcome news for clients with payments-enabled regsitration events. We've added many of the columns and filters from the Attendee List and Company List interfaces on their corresponding Pending (payment) lists, including Custom Fields.

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