Meetings and events on DreamApply Knowledge Base

Manage access to meetings

Mon, 01 Jan 0001 00:00:00 +0000

To let Administrators efficiently schedule meetings and events, you must assign roles and permissions to them.

Administrators require the Content administrator role to view and schedule meetings. We recommend that you grant this role to all Administrators responsible for meetings and events. This approach ensures comprehensive access to all required tasks and resources and reduces complexity.

To assign additional meeting tasks to Administrators, you can use the following permissions:

campus: Allows Administrators to set up and manage buildings and rooms for meetings
meetings-edit: Allows Administrators to create, edit and delete meetings
meetings-view: Allows Administrators to access the Meetings view in DreamApply, view meeting schedules and their details
meetings-registrations-view: Allows Administrators to view a list of registered participants
meetings-registrations-edit: Allows Administrators to edit participant registrations: change time slots, delete registrations

Superusers have all meetings permissions enabled by default. All admins that had the previous events permission will automatically receive the new meetings-view and meetings-edit permissions. The same goes for all Administrator roles; they will be updated accordingly.

Set up meeting locations

Mon, 01 Jan 0001 00:00:00 +0000

To make sure meetings are well-organized and fully equipped, you should configure meeting locations in DreamApply. DreamApply allows you to set up and manage the following location types:

Buildings: Institution spaces, complexes or centers where multiple meetings can be hosted simultaneously
Rooms: Individual locations within a building tailored to a specific meeting size and format

Adding a location to a meeting is optional. You can skip this step for virtual meetings or if you prefer to include all details in the meeting description.

Schedule meetings

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply allows scheduling both onsite and virtual meetings to meet the needs of your institution and participants.

For onsite meetings, you can select a room with the appropriate space and facilities from the configured locations.
For virtual meetings, you can create a meeting without a location and provide joining instructions in the meeting description. These instructions can direct participants to popular conferencing tools like Google Meet, Microsoft Teams, WebEx or Zoom, allowing them to join with a click.

You can schedule meetings with different registration requirements:

Manage meeting registrations

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply offers two options for registering to meetings:

Simple registration
Scheduled slots

Administrators can view and manage participant registrations: change the time slot or remove participants from the meeting. This capability can be helpful for managing high-demand meetings and events.

Before you begin

To view and manage meeting registrations, your account must have the Superuser role or the meetings-view, meetings-registrations-view and meetings-registrations-edit permissions.

Edit meeting registrations

To edit registrations for a meeting:

Customize meeting notifications

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply automatically sends notifications with meeting details when participants register for simple registration or scheduled slot meetings or unregister from them. These notifications are accessible in the Messages view of the Applicant portal and delivered as emails to participants.

You can customize these messages through templates to tailor the content to your tone and specific requirements. Message templates can include personalized details such as the participant’s name and event-specific details, ensuring clear and professional communication.