2025.10: Meeting requests and approvals

Unless mentioned otherwise, the below updates will be available starting October 7, 2025.

Onomi 360

Meeting requests and approvals (v1.0)

Meeting requests and approvals adds request intake, approval routing, and a lifecycle audit trail to Onomi 360. It supports occasional requesters arranging small meetings and planners running logistics-heavy programs. The same record can be traced from the initial request through approval, execution, and post-event closure.

New

• One request form, many event types. Every event in Onomi 360 starts as a request. An event approved upstream in your CRM arrives already Approved instead (see the Note below). The meeting request form is a standardized front door. Anyone in your organization uses it to request a meeting or event, whatever its size or format. The form adapts by request category: internal, scientific, executive, or congress. Each category drives its own field set and approval path from one entry point. Requesters describe the meeting instead of hunting for the right form.
• Duplicate last event. Recurring meetings do not start from scratch. With Duplicate last event, you can clone a prior event or request as the starting point for a new one. The clone brings fields, content, and configuration forward. It can also create a multi-date series, one request per date.
• Two lanes, one platform. Organizations run two very different kinds of meetings through one policy. Most are high-volume and low-complexity: a representative arranges a small meeting with little or no logistics. A smaller share is logistics- and compliance-heavy: programs with venues, catering, HCP travel, and layered approvals. Onomi 360 is designed for both kinds on one platform.
• Approvals that explain themselves. The approver for a request is computed, never hard-coded. Routing takes four inputs together: budget band, attendee type, request category, and the named condition Hospitality over market meal cap. The same spend is routed differently when HCP attendees are present. A meal over the market cap can route to a level the same meeting under the cap does not reach. An escalation ladder sends high-value requests to senior approvers. The request shows a visible "why this approver" trace, so requesters and administrators can see which rule produced the routing.
• Approvals that keep moving. Approvers act from the notification itself. Approve and decline actions are available directly from the email, with no login required. Each action link is single-use, expires after 30 days, and acts only as the addressed approver. A decline requires a reason. A resubmitted request keeps the prior comments and re-enters routing under the rules in force at resubmission.
• From approved request to event. Approval creates the event without re-entry. When a request moves to Approved, Onomi 360 creates the event record automatically and links it to the request. The two are one record seen in two views. The requester keeps following status from My requests in the portal. Planners work on the event in Onomi 360.
• Auditability across the lifecycle. Every request, approval, decline, and status change is logged with who acted, when, and why. Decline reasons, approver traces, and auto-approval rule traces are part of the same record. You can read the story of an event end to end: who requested it, which rules routed it, who approved it and on what grounds, and how its status moved from request to close.

Note: Approval can run in Onomi 360 or upstream in Veeva CRM Events Management or Veeva CRM Medical Events.

In the upstream model, the approved event arrives in Onomi 360 with its source reference. Governance and its approval trail remain in the CRM, while Onomi records execution from arrival onward. The event then follows the workspace behavior mapped to its request category. See From approval to execution and auditing requests for the two lanes and their synchronization behavior.

Reminder

• Add at least one default compliance reviewer before you share the portal address. A request that triggers the compliance gate while the reviewer list is empty remains In review. Its compliance approval remains outstanding, with nobody to act on it.
• You can introduce the lifecycle suite by country, division, or request category while an existing system continues to run in parallel. To plan a phased rollout, contact your SpotMe Account Manager.

Meeting requests and approvals is enabled per organization. If you would like to activate it, contact your SpotMe Account Manager.

For an overview and step-by-step setup, see How to set up and use meeting requests and approvals.

* Onomi 360 MeetingsEQ exclusive capabilities.