How to Set Up Expert Meetings – Hubb

Expert Meetings are a way for your attendees to gain valuable insight from industry experts. The following steps should be followed in the order outlined below.

1) Set Up Expert Users

First, we need to get your "experts" into the system.

Create a Custom Role dedicated to the experts:
- Generally, this role is labeled "Expert"
- Refer to our article on adding custom roles
Assign the Staffing roles:
- For your "expert" users, assign them the role of "Staffer" or "Staffing Lead"
- Refer to our article on editing users
  - When editing, scroll to the bottom and add the "Staffer" or "Staffing Lead" role.
  - Click Save
Create a custom profile field (must be a multi-select or drop-down) for users to choose their expertise.

2) Create Work-Groups

After you setup your expert users, you should then create work-groups for your experts. For more information on creating work groups, please see this article.

3) Create Staffing Locations

Next you must create your staffing locations. When creating your staffing locations, you must assign workgroups that can use the location, so it is important that you create workgroups first. For more information on creating staffing locations, please see this article.

4) Assigning Staffing Shifts

Once you have your experts created, your work-groups set, and your locations entered, you're now ready to add staffing shifts. Creating a shift for an expert sets their availability within the expert meeting, so this step is a necessity. For more information on creating staffing shifts, see this article.

Now that you have finished your expert setup, the last thing to do is create your expert meeting type!

5) Setup your Expert Meeting Type

Hubb gives you the ability to create Meeting Types for your meetings. When you're configuring meeting types, you can set them up so that they require experts to attend:

1. From the Admin portal, click on Meetings.
2. Click on Meeting Types.
3. From the next page, you can view all your existing meeting types. Click on Create Meeting Type in the top-right corner.
4. Next, enter all General Details about your meeting type. In our case, we'll title it Expert Meeting. Next, add a Description and Color associated with the meeting. Regarding the locations, Meeting Locations have to be created before they can be assigned to a meeting type here. Allowing custom locations means letting users define their own location for the meeting. This could potentially result in not using any existing Hubb locations. For more information on meeting locations, please refer to this article: https://help.hubb.me/hc/en-us/articles/211441518-Meeting-Locations-Guide
5. Under Does this meeting require experts? click yes. From there, you'll be able to assign the custom role you created earlier to the expert designation, choose which work-groups are associated with your meeting type, and which topics users can search for. The topic assigned should be the custom profile field you created to designate a user's expertise.
6. Click the Next button in the top-right corner.
7. On the Role Requirements page, you can make all the role configurations you need with your new meeting type.
8. Click the Next button in the top-right corner.
9. On this page, you have the option to enter your Additional Meeting Details. From here, you can add specific questions you'd like your meeting curators to answer. You can also provide specific instructions to all involved in the meeting.
10. Click the Next button in the top-right corner.
On this page, you can enter details for the Invite Email associated to the meeting. Here, you can enter specific messaging for all the roles you've selected to receive an email invitation. For more information about invite templates see this article.
11. Once you have entered all of your meeting information, Click the Finish button.