Appointment Schedule and Online Messaging Help Guide

Transcription

1 Appointment Schedule and Online Messaging Help Guide 1. Accessing your appointment schedule 2. Understanding the icons 3. Exclusions 4. Requesting meetings 5. Cancelling pending meeting requests 6. Accepting or declining meeting requests 7. Cancelling confirmed meetings 8. Using the organisation search 9. Adding or editing a note 10. Viewing session history 11. Printing appointment schedule and preference reports 12. Accessing your messages 13. Composing and sending a message 14. Viewing and replying to a message 15. Deleting a message Online messaging opens Thursday 14 April Important information It is recommended that you access your appointment schedule on a regular basis during the online messaging period to ensure all meeting requests are actioned. To avoid duplicate meetings between organisations, liaise with other delegates from your organisation who are also attending ATE. Delegates must print their own schedules. The messaging component of Online Messaging allows you to communicate with Buyer primary delegates attending ATE16 via your online application. Note: All additional appointments must be requested through your appointment schedule and not through your inbox.

2 1. Accessing your appointment schedule Once you have logged into your ATE16 application: 1. Click on the Appointments & Messaging link in the menu to the left of the screen 2. Click on the link under the Appointment Schedule Name column in the table to access your appointment schedule 2. Understanding the icons You will notice a list of icons down the right hand side of the schedule. These icons allow you to manage your appointments by requesting or cancelling a meeting, accepting or declining a meeting, adding notes and viewing any session history: Icon Explanation When Does it Show? Request a meeting Cancel a meeting Add a private note View session history Prescheduled appointment Pending request Requested schedule is available for this session Requested schedule is not available for this session Requested schedule is available for this session but has 10+ requests Each session where you are free Each session where you have a confirmed appointment Each session where you have a confirmed appointment All appointment sessions Against all prescheduled appointments Against sessions where you have made or received a request When requesting a meeting though online messaging When requesting a meeting though online messaging When requesting a meeting though online messaging **Hint** - hover the cursor over each of the icons online for an explanation of what they do and represent. 2

3 3. Exclusions It is important to note that any exclusions you created during the preferencing stage will also apply during Online Messaging. To remove exclusions and show all available Buyers, go to the Schedules & Preferences tab and click the link under Exclusions to update. 4. Requesting meetings Within your appointment schedule you have the opportunity to fill any free appointment slots where the system did not generate prescheduled meetings for you. Find a session where you are free and click on the request appointment window will open. icon to the right of the schedule. The Request Make your selection from the Available Organisations box (ordered alphabetically by application name). The list will only show organisations that are available to meet with you at the time specified. To refine the list of available organisations, enter a keyword and click Find. Click on Clear to see all available organisations again. Step 3 If you wish to view more information about a company, select them in the Available Organisation box and click View biography of the selected organisation under the search box. A pop-up will open displaying the organisation short biography. Click Close when finished.

4 Step 4 You have the option to enter a message for the company you are requesting an appointment with, otherwise you can leave this blank. Step 5 By default, the Warn me if this request will result in a duplicate meeting request checkbox is selected. To avoid duplicate meetings we suggest that you leave this box checked when requesting meetings. If you are not concerned by duplicate meetings or requests, uncheck the box before hitting the Request button. Step 6 Click on the Request button. If the warning box was checked and you (or another delegate associated with your application) already have a confirmed meeting or a pending request (made or received), you will receive a warning similar to the one below: If you wish to proceed despite the duplicate request, uncheck the Warn me checkbox at the bottom and hit Request. You have now made a pending request to see someone and the following details will appear in the schedule against the relevant session: Click on the link to view details of the pending request and click on the link again to hide the details. Note: until your request has been accepted (confirmed) you will still appear as available to other organisations who might like to request a meeting with you for that session. By default, when requesting a meeting the checkbox Warn me if the appointment requested is in high demand is turned on. This allows the system to check how busy the meeting request recipient is. If the meeting request recipient has received many other requests, from other organisations for the same time you are requesting, you will see an alert. At this point you may determine if another time would be more suitable where the recipient is less in demand. Or if you want to continue making the request you must uncheck the Warn me if the appointment requested is in high demand to proceed. 4

5 5. Cancelling pending meeting requests If you decide you no longer want to meet with someone after making a request to see them (e.g. they haven t responded to your request), you can cancel the pending request as follows: Click on the pending request link to show details of the pending request. Click on Cancel. You will now be able to request another available organisation for that session. Note: as this was not a confirmed appointment it does not count as a cancellation and you are not required to enter a cancellation reason. 6. Accepting or declining meeting requests If you have received a meeting request, the following details appear in the schedule: Click on the link to view details of the pending request(s): If you would like to meet with this person, click on the Accept link. Both schedules are then updated with confirmed appointment details. If you don t want to meet with this person, click on the Decline link. If you have received multiple requests for the one session, the initial link will advise how many pending requests there are and when you click on the link as per, the details for all requests will be displayed with the option of accepting or declining each of them. **Hint**: once you have decided which person you would like to meet, click on the Accept link against their request and the system automatically declines the others. These actions will be stored in the session history.

6 7. Cancelling confirmed meetings Within your appointment schedule you have the ability to cancel a maximum of 5 appointments per event day. You can then request other companies as outlined above to try and fill the cancelled appointments. Find the appointment that you would like to cancel and click on the cancel icon. The Cancel appointment window opens. Enter a cancellation reason and click Save. 8. Using the Organisation search If you are having trouble finding a free appointment slot to meet with a specific delegate use the Organisation search functionality to look for a time where both of you are available to meet. Click on the Organisation search button. 6

7 The page displays the Organisation search functionality. Make a selection from the Organisation drop down. These are ordered alphabetically by application name. Step 3 Once you have made your selection, click on the Show availability button. Note: the blue/grey shaded column down the left side of the schedule will indicate if the delegate is free or not at each session. It will now show one of the following icons: - indicates that you or the person you would like to meet with or both of you are unavailable during that session - indicates that both you and the person you would like to meet with are available during that session - indicates that requested schedule is available but already has 10+ requests Note: it may be possible that you and the delegate you would like to meet with may not have a mutually free time slot. Step 4 If you would like to request a meeting during one of the available times, go to the relevant session and click on the request icon. All organisations available during that session will appear in the Available Organisations box by default; however the organisation you selected during the organisation search will automatically be highlighted in the list.

8 Step 5 You can continue to manage your appointments using the Organisation search by selecting other organisations and viewing their availability. If you no longer wish to use the Organisation search, click Hide search to return to a normal view of your schedule. 9. Adding or editing a note To add a note to any session where you have a confirmed meeting, click on the note icon. A new window opens allowing you to add a new note or edit an existing one. Enter the details into the box and click Save. Notes cannot be viewed by other companies. 10. Viewing session history To view the history associated with any appointment session, click on the Session History icon. A new window opens listing any history to do with that specific session. If there has been no activity against that session it will say This session does not have any history to display. Click Close to return to the schedule. 8

9 11. Printing appointment schedule and preference reports From the Appointments & Messaging homepage, click on the Print Reports link. Any reports associated with the schedule will be listed in a table. To view and print reports, select the desired report(s) and click Print Selected. Alternatively, you may click on the Report name (i.e. Appointment Schedule) to individually view and print a specific report. Step 3 Click Go back to return to the Appointments & Messaging homepage. Step 4 You can export your appointment schedule and notes into excel from the Appointments & Messaging screen.

10 12. Accessing your messages Click on the Appointments & Messaging link in the menu to the left panel of your online application. Click on the Inbox button to the right of your screen. Alternatively, you can access your messages by clicking Inbox at the top right of your Appointment Schedule, which opens the messaging function. 13. Composing and sending a message To send a new message to a Buyer: Access your Inbox and click the Compose Message button Select a recipient under Available Organisations. Note: If you know the organisation name of the delegate you would like to contact, you can type this into Keyword and then click Find. Alternatively, you can search by Country or Operation Type. Step 3 Enter some short descriptive text in the Subject field (this is a mandatory field) and then write your message in the large textbox below. When you have finished, click the Send button at the bottom of the screen. If you do not want to send the message simply hit the Cancel button at the bottom of the screen (changes will not be saved). 10

11 14. Viewing and replying to a message Access your inbox and click the Company and Delegate name or Subject text of the message you would like to view or reply to. Your message will then appear in a new window. Read the message and click Reply to send a message to the sender. Step 3 Write your message in the text box and click Send. 15. Deleting a message To permanently delete a message received from a Buyer: Access your Inbox and click Delete.