Meetings Management 2.0 FaQs

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FAQ page intro

On this page you will find the most frequent questions that we received from our users. Please take note about this Disclaimer:

  • As the application evolves, note that the content/videos/screenshots presented on this page might differ from the current version of the application. We are doing our best to keep this page up to date.
  • All details displayed on the screenshots/videos are from a testing environment, so please consider them as dummy data.
  • The menu and options shown could differ depending on user rights.

Where can I find Meetings Management 2.0 user guide?

There is a dedicated page for the user guide: Meetings Management 2.0

Where can I find information about the content of the latest release(s)?

There is a dedicated page what captures details about many ETSI applications, including Meetings Management application: Change Log

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.

MMPv2 Meetings created by me.png

How can I clone a meeting?

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

MMPv2 Meetings Actions Menu.png

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.

For mode details about cloning meetings, please go to Meetings Management 2.0#Clone meeting.

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.

For more details about deleting a meeting, please go to Meetings Management 2.0#Delete meeting.

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?

If you want for your meeting not be displayed on the Meeting calendar for everyone (public), you will need to switch on the "Restrict visibility to ETSI Staff" option.

MMPv2 Hide a meeting from Meeting Calendar.png

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

MMPv2 Meeting Calendar vs Meeting Management list.png

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).

MMPv2 Pre-book a meeting room.png

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

How can I manage the registration closure date?

Depending on the presence type, there are 2 registration closure dates that refer to the separation of online and face-to-face meetings. During the meeting creation, the registration closure date(s) is(are) filled in by default as the end date/time of the meeting (and editable by the user). The user can also update those values anytime before the end of the meeting, upon the needs.

Why are buttons at the bottom of the page not active?

Please check if all mandatory information from all the active steps is filled in. In most cases, when the meeting is on ETSI premises, the room reservation might be missed, or the Meeting reference might not be entered on Step 4 Contributions.

The meeting I just created is not visible on the Portal - Meeting calendar. Why?

Please check the meeting status. If it's Draft or Preconfirmed, it is normal that it hasn't been displayed yet. Only meetings in status Confirmed are displayed on the Portal. When cancelling a meeting, please note that it will still be displayed on the portal but with a Cancelled red label.

What is the impact when I need to update the meeting dates?

Note that when you are changing the meeting dates, all the other dates are automatically either updated (eg. registration start/closure dates, check-in date/time, contributions reservation start/end) or reset (eg. room reservations start/end dates). If before updating the meeting dates, one or many rooms were booked, a rebooking is needed, and the system will recommend the available meeting rooms according to the new meeting dates.

How to create an ETSI Internal/Secretariat meeting and book ETSI meeting rooms

Here is a 2 parts video describing how to create internal/secretariat meetings, book ETSI meeting rooms, and keep the meeting visible only to ETSI Staff on the ETSI Portal. Also, you will find out how to cancel or delete meetings and what is happening with the booked meeting rooms when you do it.

Part 1:


Part 2:

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