Create a Meeting
      Back to home
      1. TROOP One User Guide
      2. Meeting Planning
      3. Create a Meeting

      Creating a Meeting 🤝

      Planning your meeting in TROOP simplifies the process by providing you with data points on meeting destinations and facilitating your search for the right location. This is the fun part! Let's create a meeting. 🚀

      Follow the steps below to create your first meeting. Each step will then be explained in more detail. 🚀

      💡Note: If some features look different or are unavailable, it could be due to your organization's specific license or purchase

      Step 1: Meeting Dates

      Add the meeting dates as well as the meeting start and end time in the control panel.

      💡 Tip: Replicate the meeting and adjust the dates to determine the optimal date for a meeting. By comparing the results of each variation, you can gain insights into how costs may fluctuate depending on the time of the meeting, which can influence the final destination choice.

      • The meeting start and end time is meant to help you find the right flights for your attendees, ensuring they arrive on time. The platform will search for flights with a three-hour buffer, giving them enough time for commuting and any unexpected delays.

      Step 2: Meeting Types

      You can select between Internal and External

      If you don’t select any type, it will stay as “Not Set”

      Screenshot 2024-04-02 at 3.59.40 PM

      Step 3: Origins + Attendees

      Add attendees and origins to your meeting:

      ⚠️ When adding the different origins of attendees, you can only select cities or airports. If a certain city or airport is not appearing, try selecting the green “Search options” link and toggle on the “Show regional cities and airports” option.

      Attendees Tab 

      Screenshot 2024-06-03 at 11.10.26 AM

      • Travel requirements:
        • Ready: attendee has no travel requirements for this meeting. 
        • Passport required: attendee requires a passport for travel related to this meeting. 
        • Visa required: attendees requires a visa for travel related to this meeting. 
      • Transport 
        • Pending: Transportation hasn't been confirmed for this attendee. 
        • Local: Attendee's origin is the same as the destination, no transport is needed. 
        • Missing: Transport has not yet been found for this attendee. 
      • Accommodation
        • Pending: Accommodation hasn't been confirmed for this attendee. 
        • Local: Attendee's origin is the same as the destination, no accommodation is needed. 
        • Missing: Accommodation has not yet been found for this attendee. 

      Step 4: Travel Policy

      Your organization admin already set the different travel policies you need, so you don’t have to worry about it. But we know sometimes you may need to have a different policy for your meeting or event.

      ⚠️ Only one policy can be applied per created meeting.

      What happens if the meeting you are planning is outside your travel policy? You can update a policy for a specific meeting or event. 

       ⚠️ These changes will only affect the meeting you are currently planning.

       

      ⏩ Continue to Where to Meet 🌎