StudyWorld Online

Marcom eSchedule PRO

Marcom eSchedule PRO is our chosen web-based meeting scheduling system which participants will use to schedule their meetings prior to the event. You can schedule over 40 meetings over two days.

The system is extremely user-friendly as it follows a traditional approach:

• You view/search/filter the list of participants and send meeting requests to those you want to meet.
• Contacted participants receive an email and your name is added to their list of meeting requests received.
• When a participant schedules a meeting with you, you receive an email and your online schedule is updated.
• You will also receive meeting requests from other participants interested in meeting with you.
• You schedule meetings with participants you are interested in meeting and decline other requests.
• Prior to the event you can export your schedule to PDF and print it.

Scheduling your meetings

For detailed information on how to schedule meetings, useful features and frequently asked questions, please read the ‘Getting started’ guidance on Marcom eSchedule PRO. To find it:

1. Log in to your Marcom eSchedule PRO account
2. Click on ‘My schedule’
3. Click on Getting Started & FAQ at the top of the page.

Adjusting your time zone

The default time zone used on Marcom eSchedule PRO is GMT+1 (BST).

You can display the meeting times in your local time zone. This will make it easier for you to see which meeting slots are most convenient for you. To do this:

1. Log in to your Marcom eSchedule PRO account
2. Click on ‘My profile’
3. Edit your local timezone.

You can then block the meeting slots that are outside of your usual working hours or are during your night time (see instructions below).

Blocking meeting slots

Meeting sessions will run from 07:00 – 19:00. If any of the meeting times are not convenient for you, please block these slots in advance. This will prevent anyone from accidentally scheduling a meeting with you at a time you are not available. To do this:

1. Log in to your Marcom eSchedule PRO account
2. Click on ‘My schedule’
3. Tick the boxes on the left of timeslots to select them
4. Tick the box at the bottom of each day to select all timeslots of the day that are unblocked
5. Click the “Block all selected timeslots” link to block off selected slots.

Conducting your meeetings

Your meetings will be conducted using Zoom in Marcom eSchedule PRO. Ensure the Zoom programme is downloaded and functioning on the device you wish to use before starting your meetings. Users in certain countries (e.g. China) may wish to activate a VPN beforehand.

For detailed instructions on testing Zoom, starting your meetings and top tips, please read the ‘Zoom guide’ document on Marcom eSchedule PRO. To find it:

1. Log in to your Marcom eSchedule PRO account
2. Click on ‘My schedule’
3. Click on Zoom Guide at the top of the page.

If you cannot attend a meeting

Please endeavour to attend all the meetings on your schedule. If for whatever reason you cannot attend a meeting, please cancel the meeting in advance. If the meeting has already started please contact the StudyWorld team. You don’t want a person waiting in a Zoom meeting on their own!

Reporting no-shows

If the person you are scheduled to meet does not attend your meeting and you are unaware of the reason, you can report the person as a ‘no-show’.

To report a no-show, view your schedule in Marcom eSchedule PRO. Click on the no-show (ghost) icon in the Actions bar next to the meeting.

The no-show icon appears next to the meeting after five minutes. This is to allow the person a reasonable amount of time to join the meeting and to prevent one from reporting a no-show the moment a person doesn’t show up.

Can a colleague join my meeting?

Yes. There are two ways you can do this:

1. If only one participant is listed in Marcom eSchedule PRO and has a schedule, the first participant can share his/her username and password with his/her colleague. They can then log into the account and click on the Zoom meeting link at the same time.

2. If the first participant does not want to share his/her username and password but only the Zoom meeting link, he/she will be able to do so after launching the Zoom meeting. You can find the “Invite Link” in the meeting information.

Need help?

The English UK team and Marcom Connect will be available during the meeting sessions to offer technical and event support. Use the live support function from within your Marcom eSchedule PRO account to request assistance.

Pre-recorded seminars & videos

At some events, a selection of seminars and videos will be available for you to watch at your own convenience during the event. Watch these in the ‘Seminars & videos’ section of Marcom eSchedule PRO.

To access the seminars and videos:

1. Log in to your Marcom eSchedule PRO account
2. Visit the ‘Seminars & videos’ section to view the programme
3. Click on the camera icon to watch the seminar.

Zoom

To enjoy the live presentations, ensure the Zoom programme is downloaded and functioning on the device you wish to use before seminars start.

All participants will be muted. If you wish to make a comment or ask a question, open the Attendee list and click Raise hand. The host will then invite you to speak and will unmute your microphone. Please remember to Lower hand once you have spoken or if you no longer wish to comment. If you prefer to send in a written question, question use the Q&A function at the bottom of your screen.

Use Zoom’s Chat function to communicate with the host and panellists, but please do not submit questions using this feature.

We request that no recordings or screenshots of the conference are taken and shared on social media in order to respect the privacy of the participants.