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 brings request intake, approval routing, and lifecycle auditability to Onomi 360. It covers two capability areas: meeting request and intake, and approval and workflow. It is built for occasional requesters arranging a small meeting and for planners running logistics-heavy programs. The approvers, compliance reviewers, and administrators who govern both work in it as well. Onomi 360 now manages your events as one lifecycle. It captures meeting and event requests, routes them for approval, and carries them through execution and consolidation in one environment. The record is traceable from the first request to post-event close. Registration, event execution, and engagement capabilities ship in the Onomi platform today. This release adds the request, approval, and auditability layer that completes the lifecycle.

New

• One request form, many event types. Every event raised 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 a single entry point. Requesters describe the meeting rather than hunt for the right form.
• Duplicate last event. Recurring meetings do not start from scratch. Duplicate last event clones a prior event or request as the starting point for a new one. It carries fields, content, and configuration forward. It also fans out to 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 lanes 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 routes 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 carries 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 where the notification lands. 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 carries prior comments forward 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 reaches Approved, Onomi 360 creates the event record automatically and links it to the request. The two are one record seen through two lenses. 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. The story of an event reads 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 does not have to live in the tool. Onomi 360 supports two deployment postures. In the first, approval runs in-tool as described above. In the second, it runs upstream in Veeva CRM Events Management or Veeva CRM Medical Events, with Onomi as the downstream execution layer.

In the upstream posture, the approved event record flows down to Onomi 360 already Approved and linked to its upstream reference. In-tool routing, the compliance gate, and auto-approval do not evaluate it, because governance runs upstream. Registration statuses and engagement write back to the CRM record, on the events backed by a workspace with a registration journey. The audit trail records the upstream origin and everything from arrival onward.

An event created from an arrival is listed in the Event requests as a row of its own, at status Approved. It carries its upstream reference and its arrival timestamp in place of a submitted request and an in-platform approval trail. The approval trail stays in Veeva. The Event requests queue, the compliance gate, and the pre-approval statuses govern the portal lane only.

What approval creates is still decided here. An arriving record follows the workspace behavior mapped to its request category, exactly as an approved portal request does. It passes through In execution where its category creates a workspace. Where the category is record-only, it is reconciled and closed on its event record instead. A record-only upstream event has no workspace and therefore no registration journey. It has no registration status to write back, and its meeting record and its attendees reach the CRM on the outbound sync. You can choose the posture that matches your governance model.

Reminder

• Add at least one default compliance reviewer before you share the portal address. While the reviewer list is empty, a request that fires the compliance gate stays In review. Its compliance approval stays outstanding, with nobody to act on it.
• You do not have to adopt everything at once. The lifecycle suite is designed for phased rollout. Introduce it by country, division, or request category while an existing system continues to run in parallel. Move programs over wave by wave. To plan a rollout for your organization, please contact your SpotMe Account Manager.

Meeting requests and approvals is enabled per organization. Please contact your SpotMe Account Manager to activate it for yours. For an overview and step-by-step setup, see How to set up and use meeting requests and approvals.

* Onomi 360 MeetingsEQ exclusive capabilities.