Customizing the information included in meeting slots

Important: The way that the meeting details are displayed in calendars is dependent on the email client that the recipient is using. 
- Google accounts will display a plain text version of the ICS description in the calendar slot with no text formatting, and links displayed as full URLs (instead of hyperlinks). 
- Outlook accounts will simply display the last meeting invitation email body in the calendar slot, instead of the ICS information. 
The behavior of these accounts is not something that can be controlled by the SpotMe platform. 

It is therefore very important that meeting planners make sure that both the ICS files AND the meeting invitation, meeting invitation update, meeting attendance status update, or meeting cancellation templates have all the same required information needed for the meeting invitees/participants.

When using the Appointments module, when planners schedule meetings, the meetings (and their relevant details) are added to the participant calendars via the ICS file included in the meeting invitation email:

By default, the ICS file contains the following information pulled from the meeting fields, displayed from top to bottom:

• Meeting title
• Meeting date and time
• Meeting location
• Guest list
• Description

The content of the meeting ICS file can be customized in Backstage. This is done via the Meetings > Settings > Meeting calendar slot (ICS) section:

Here, Backstage users can use the dropdown lists to select the meeting metadata that they want to include in the ICS file, to replace the default Title, Location, and Description field content. To note, only TEXT field type meeting metadata can be selected for these fields:

In addition to the fields mentioned above, users can add an open text description to the meeting slot, including any necessary links or metadata (only TEXT field type meeting metadata), by enabling the Advanced description option.

In the meeting slot ICS configuration example below, we have changed the metadata selected for the Title to “Topic”. This is a custom “Text” field type metadata that will immediately display the actual topic of the meeting instead of the title.

We have also enabled the Advanced description, and added an “Extra info” section that uses a variety of Meetings metadata.

Adding an advanced description will by default disable the existing Description field (which can no longer be customized), so that it displays the custom description instead:

When enabling an advanced description, please make sure that you edit the default HTML description that is there based on your needs. The default advanced description is as follows:

"Dear,

All meetings will take place in the Exhibitor Hall at the Novogenic Business Center.
Your meeting is scheduled in {{meeting_location_name}}.

Upon arrival, our staff will welcome you at the reception desk and guide you to the meeting room.

Meeting details:
Title: {{meeting_title}}
Location: {{meeting_location_name}}

If you are unable to attend the meeting or encounter any urgent issues, please contact our onsite team as soon as possible at event123@novogenic.com or call the scheduling concierge at +1 000 000 0000.”

To help edit the advanced description, The user can see a full list of the supported metadata types by clicking on the Show available metadata dropdown:

The resulting meeting slot, based on the above configuration, will therefore look as follows:

Seen in Google calendar:

Other example as seen in Outlook (with different n^meting information):