Appointments module - product information sheet

This article applies to the premium paid Appointments module, that is specially designed for congresses and trade shows. This is a separate module to the paid Meetings module.

Download the Appointments product information sheet

More information on how to use the Appointments module

SpotMe Appointments streamlines management of business suite appointments at congresses and trade shows by providing a seamless experience for internal users (reps, planners) and external stakeholders (HCPs, KOLs).

Designed for complex congress and trade show environments, this product combines calendar functionalities, room/location management, robust permission controls, and external calendar synchronization to optimize scheduling processes.

Key benefits

Seamless scheduling: Allow reps and planners to schedule, reschedule, and manage
real-time appointments from the Field Force Hub or Backstage.

External engagement: Invite external attendees via email, sync appointment
invitations directly into reps’ calendars (Google, Outlook), and ensure higher response
and show-up rates.

Improved room use: Track and optimize room bookings with real-time availability data
and automated scheduling recommendations.

Improved meetings conversion: Reach out and capture the availability of your invited participants prior to scheduling the actual meeting, to guarantee high acceptance and attendance rates.

Measurable impact

40% Time savings compared to DIY agency solutions

24% Increase in HCP appointment show-up rate

Solution capabilities

Planner view – full calendar control

Offers event organisers a centralized calendar view in Backstage to oversee room capacity, rep availability, and appointment timings, improving coordination before and during events. Includes the ability to assign a specific Backstage role with only access to Appointments (ideal for providing access to external agencies).

Representative view

Participants can access their appointments in the app through a list or calendar view. Depending on the configuration, they can see their own appointments or the full schedule of their peers, simplifying the scheduling process.

Business suite rooms management

Configure available meeting rooms, set capacity limits, and define the specific dates and times when rooms are available for booking. Control who can book appointments in specific rooms, ensuring only authorized users can reserve critical spaces. Block selected time slots from availability to manage room maintenance or other scheduled activities. Provide reps with the flexibility to book custom locations (e.g., booth lobby or informal meeting areas) when traditional business suite rooms are fully booked.

Permissions and visibility controls

Enables granular access control for appointment creation, viewing, editing rights and room booking capabilities, ensuring compliance and operational clarity.

Scheduling and invitations

Appointments can be scheduled directly from the SpotMe app or Backstage. Both app users and external users can be invited via an email address. Add detailed appointment descriptions and manage RSVPs directly in the app.

Meeting availability requests

Use meeting requests in Backstage to reach out to your invitees and capture their available time slots prior to scheduling the actual meeting, to guarantee high acceptance and attendance rates.

Calendar integration

The module ensures that external participants automatically receive calendar invitations and that
responses are directly synchronized with SpotMe. As soon as an invitation is accepted in the external calendar (e.g., Outlook, Google), it is automatically updated in SpotMe

Advanced permissions

Configure appointment visibility, editing rights, and room access at a granular level to ensure
compliance and operational control. Different levels of permissions can be set per room or user, ensuring proper access management.

Attendance tracking

Track appointment attendance in real-time for improved event ROI measurement. This allows organizations to measure the effectiveness of scheduled appointments through attendance metrics.

Real-time notifications

Get instant notifications for appointment acceptances, declines, cancellations, and updates. Reps, planners, and participants are kept informed via in-app notifications and email, ensuring smooth communication throughout the event.

Reminders from native calendar apps

Use the reminders from native calendar apps to ensure that reps and participants are well prepared, reduce the risk of no-shows, and increase overall engagement.

Integrated with the CRM

SpotMe appointments are instantly visible as the Account/Contact Activity on the HCP’s timeline
thanks to the SpotMe Sync App for Veeva and Salesforce.

Embeddable meeting request forms*

Allow users to request appointments via request forms with an approval workflow for optimal resource allocation. These forms can be embedded into other platforms (e.g., a company website or HCP portal), making it easier to create and measure demand for appointments.
* coming in 2025