How to use appointments for congress and event management
How to use appointments for congress and event management
How to use appointments for congress and event management
The Appointments feature in Cadence provides powerful tools for managing meetings at congresses and events. From the Appointments Menu › Emails section, you can configure communication templates and notification settings to streamline the scheduling process, ensuring all participants receive timely information about meetings while maintaining a comprehensive record of all customer engagements.
When to use
When coordinating multiple meetings at medical congresses
When managing customer engagements across your organization
When tracking meeting attendance and participation metrics
When you need visibility into team members' availability
Before you start
You must have System Administrator, Event Manager, or Event Scheduler permissions to fully utilize appointment management features. Required fields are marked with an asterisk (*).
How to do it
Navigate to the Appointments section in your event dashboard.
Create appointment templates for common meeting types to ensure consistency.
Templates save time and standardize information like objectives, topics, and default organizers.
Configure email settings by selecting "Emails" from the Appointments menu.
Email templates control all communications sent to attendees, including invitations, confirmations, and reminders.
Set up room management by adding your reserved congress spaces.
Verify room availability times match your reservation schedule to prevent double-booking.
Create appointments using the "Add" button in the Appointments dashboard.
Add attendees by typing names or email addresses in the People field.
For VIP customers, add their assistants' email addresses to ensure they're copied on all communications.
Use "Ask Customer" for scheduling flexibility by enabling this option when creating appointments.
This allows customers to select from available time slots that work for all required attendees.
Monitor appointment status using the status filters at the top of the Appointments dashboard.
Generate reports by using the Analytics view or exporting appointment data.
Regular reports help track engagement metrics and identify scheduling patterns.
Add notes to appointments after meetings to document key discussion points.
Notes create a chronological record of all interactions with customers.
Troubleshooting
If appointments aren't displaying correctly:
Verify that all required fields are completed
Check that the appointment date is not in the past
Ensure you have the correct permissions to view all appointments
If email notifications aren't being sent:
Confirm that "Send Emails" is toggled on for the appointment
Check that email templates are properly configured in the Emails section
Verify that attendee email addresses are entered correctly