Meetings Management 2.0 FaQs

Where can I find Meetings Management 2.0 user guide?

There is a dedicated page here.

How can I see the meetings created by me?

To see the meetings created by you, go to Meeting list https://portal.etsi.org/meetings-management/#/list and switch on the "Meetings created by me" filter, like in the picture below.

How can I clone a meeting?

Cloning a meeting is possible by using the corresponding action button:

Please note that it is possible to clone meetings depending on your user rights. To avoid duplications, meeting dates are not copied to the new created meeting, therefore all settings that involves dates calculation (like Room allocation or Contribution settings) will be done after you insert Start & End dates. For Room allocation, you will choose the meeting rooms from Room selector, depending on needs and availability.

From the same Actions menu you have a View button to open meeting details without editing them, you can Edit the meeting, Cancel or Delete it.

Why I cannot delete a meeting?

The Delete option is possible depending on your user rights and:

- if the are not registered participants for the corresponding meeting;

- if there are not contributions attached to the meeting;

- if the meeting status is Finalized or Cancelled and the end date is not in the past.

How can I create a recurrent meeting?

As for now, using Meetings Management application you cannot create a recurrent meeting. Still, to facilitate this demand, you could use the Clone meeting functionality and adjust the dates and other details upon your needs.

How can I hide a meeting?

What is the difference between Meeting Calendar and Meeting Management list?

Meeting Calendar (left side of the image) is displayed on the ETSI Portal as public information. All published meetings that are not hidden are shown in this list (meetings with status Confirmed, Finalized or Cancelled). Please note that DRAFT meetings are not visible on the Meeting Calendar.

Meeting Management list (right side of the image) is part of Meeting management application, therefore the access is restricted. Everyone with an EOL account has access to this page, but any interaction is possible depending on the user role/rights.

Why I cannot switch on the "Allow self-registration of external users" option?

This is possible only when:

- meeting category = Bodies and, if 3GPP Body -> Meeting type = Workshop or if ETSI Body (TB&ISG) -> Meeting type = Open Session;

- meeting category = Events and Meeting type = ETSI Event or ETSI Sub-Event or Hosted Event

- meeting category = Other and Meeting type = Other_nonETSI

How to pre-book a meeting room when I'm not sure about all meeting details?

While you are waiting for start/end dates confirmation or other details, you can create DRAFT meetings, so that the meeting rooms you need could be PREBOOKED.

To be able to save a meeting as draft and pre-book one or many meeting rooms, you will:

• enter all mandatory information from step 1:
  • Meeting category
  • If Meeting category is Bodies, you need to select at least one Body (and Main Body in case of multiple Bodies)
  • Meeting type
  • Generated meeting reference structure
  • Start & End Dates
  • Presence types allowed (at least Face to Face)
  • Location ETSI Premises
  • Expected face to face participants
• go to Step 2 Room allocation and:
  • ensure that mandatory details are filled in ( Start & End booking date/time and Room capacity needed);
  • if you are selecting a Available (and not Recommended) room, a Justification is also mandatory to fill;
  • when you are ready, click on the Save as draft button.

You can check your prebooking on the Room allocation calendar:

- if you selected a Recommended meeting room, your booking will be displayed in Green color and the status will be Preconfirmed.

- if you selected an Available, but not Recommended meeting room, your booking will be displayed in Dark Yellow color and the status will be Pending (waiting for EVE team approval).

For more details about Meeting and Room statuses, please read Meetings Management 2.0#Meeting statuses and Meetings Management 2.0#Room statuses.