How to use appointments for congress and event management {[45](https://cadence.slite.com/app/docs/GykiS7wLrb0tX7/How-to-use-appointments-for-congress-and-event-management)}

Use Appointments for Congress and Event ManagementThe Appointments feature in Cadence provides powerful tools for managing meetings at congresses and events. Through the Appointments Menu › Settings section, you can configure options that streamline the scheduling process, ensuring all participants receive timely information about meetings while maintaining a comprehensive record of all customer engagements across your organization.
When to useWhen 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 startYou 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 itNavigate to your event dashboard in Cadence.
Click on "Appointments" in the left sidebar menu.
Select "Settings" from the dropdown menu.
Configure the default appointment duration to match your typical meeting length.
For congresses, 30-minute appointments are often standard, but you can adjust this based on your specific needs.
Enable the "Objectives" and "Topics" options to categorize meetings.
Objectives and topics help track meeting purposes and organize related discussions across your event.
Toggle on "Auto Add Organizer under People" to streamline appointment creation.
Set up the "Ask Customer" default workflow to let customers select meeting times.
The "Ask Customer" feature allows customers to pick meeting times that work for them, reducing back-and-forth scheduling emails.
Configure time restrictions for the Ask Customer feature if needed.
Setting appropriate time restrictions prevents last-minute scheduling that might disrupt your team's congress planning.
Enable the appropriate check-in options based on your compliance requirements.
Check-in data is used for compliance reporting, so ensure this feature is enabled for appointments requiring attendance verification.
Toggle on "Enable Mutual Request Email" to identify when multiple team members schedule with the same customer.
This feature helps prevent duplicate meetings and allows for potential meeting consolidation.
Enable the Customer Portal to give attendees self-service access to their appointments.
Click "Save" to apply your settings.
TroubleshootingIf appointments aren't displaying correctly in calendars:
Verify that calendar sync is properly configured for all users
Check that appointment times are set in the correct time zone for the congress
Ensure all required attendees have accepted their calendar invitations