Meetings which include site visits and general meetings, are an integral part of ensuring that a suppliers gets a chance to interact with the buyer, to better understand event requirements and seek all relevant information needed, to help them in prepare a better tender or quotation. Meetings can a physical and virtual with attendance to be recorded by the buyer.
Meetings are created along with creating an event. (See: Set-Up-Meeting)
More meetings can be added and scheduled by the buyer anytime within the time-frame of an Active event. This allows for meetings to be scheduled easily when the need arises.
Click on Event Summary tab > Meetings Tab
The Meeting tab consists of a few major points to take note of.
i. The date and time stated in the meeting details indicate the date and time of the meeting.
ii. Buyers can click the dowload icon to download the meeting attendance report/list. This list will contain the information of the attendees from the supplier side.
iii. Denotes the Meeting Status
|SCHEDULED||This indicates that the meeting is scheduled. Supplier will have updates/reminders for the upcoming meetings.|
|ONGOING||This indicates that the meeting has begun and will stay in this status until the event owner fills up the attendance lists.|
|FINISHED||This status will take effect after the attendance of the meeting has been updated.|
|CANCELED||This indicates meetings that were initially scheduled but was later canceled by the event team.|
iv. Indicates the meeting's contact information/person as provided by the event creator.
Record Meeting Attendance
Meeting attendance helps you keep track of your suppliers. The event creator and event editors (team members with editor access) can update the meeting attendance.
i. Include the name of the attendees for the meeting. If there is more than one attendee, include the names of the subsequent attendees by using a 'comma' between each name.
ii. State the designation of the attendee. Likewise, if there are few representatives, feel free to include all designations with a 'comma' between each designation, in sequence with the order of names.
iii. Include the the mobile numbers of the attendees. Similarly, use a 'comma' to separate each number by the same preceding sequence of names and designations.
iv. Select Yes/No for attendance. Note* - If none of the attendees turned up, please select No. If one out of three attendees attended, choose to select Yes and indicate in the remark box about the absenteeism.
v. Include any remarks about the attendance, absenteeism, lateness, or early departure. You can also include any remarks regarding issues faced by suppliers or etc.
vi. Click to save the information entered into the meeting attendance, without yet completing the meeting. This allows you and your team time and flexibility to update the attendance.
vii. Click to complete meeting when all information is confirmed. Once completed, details cannot be added or changed. The meeting Status will also change from ONGOING to COMPLETED.
Creating a New Meeting
You are able to create a new meeting for any ACTIVE or events without having to Suspend the event. Conversely, meetings can also be added to a Suspended or draft event.
Click to Create a New Meeting. (See: Set-Up-Meeting)