Skip to main content

​
Overview

Meet Together is NCT Hub’s event scheduling and coordination system that helps club members find optimal meeting times, coordinate events, and manage club activities efficiently.

​
Key Features

​
Smart Scheduling

  • Availability Polling – Collect availability from multiple participants
  • Optimal Time Detection – Automatically find the best meeting times
  • Recurring Events – Set up regular club meetings and activities
  • Timezone Support – Handle different timezones for international members

​
Event Coordination

  • Member Invitations – Send invites to club members and external participants
  • RSVP Management – Track attendance confirmations
  • Event Details – Comprehensive event information and agenda management
  • Reminder System – Automated reminders for upcoming events

​
Club Integration

  • Member Database – Integration with club member management system
  • Event Categories – Organize events by type (meetings, workshops, social events)
  • Attendance Tracking – Link with student scanner for accurate attendance records
  • Calendar Sync – Integration with personal and club calendars

​
Usage Workflow

​
Creating Events

  1. Set Event Details – Define event name, description, and duration
  2. Select Participants – Choose from club members or add external participants
  3. Define Time Options – Specify available time slots and dates
  4. Send Invitations – Distribute invites with automatic link generation

​
Participant Experience

  1. Receive Invitation – Get notified via email or platform notification
  2. View Event Details – Access comprehensive event information
  3. Select Availability – Mark preferred time slots and dates
  4. Confirm Attendance – RSVP and receive calendar integration

​
Organizer Management

  1. Monitor Responses – Track participant availability and RSVPs
  2. Finalize Schedule – Choose optimal time based on responses
  3. Send Confirmations – Notify all participants of final schedule
  4. Track Attendance – Use scanner integration for accurate records

​
Advanced Features

​
Analytics & Reporting

  • Attendance Analytics – Track participation patterns and trends
  • Event Success Metrics – Measure event effectiveness and engagement
  • Member Engagement – Monitor member participation across events
  • Resource Planning – Optimize resource allocation based on attendance

​
Automation

  • Recurring Events – Automatic scheduling for regular club activities
  • Template Management – Save common event configurations
  • Bulk Operations – Manage multiple events simultaneously
  • Integration Workflows – Connect with other platform modules

​
Integration Points

​
Platform Connections

  • Member Management – Direct integration with member database
  • Analytics Dashboard – Event data feeds into club analytics
  • Scanner System – Attendance tracking for accurate records
  • Calendar Module – Synchronization with personal and club calendars

​
External Integrations

  • Email Notifications – Automated email reminders and updates
  • Calendar Apps – Google Calendar, Outlook, and other calendar systems
  • Communication Tools – Integration with club communication channels

​
Best Practices

​
Event Planning

  • Early Scheduling – Create events well in advance for better participation
  • Clear Communication – Provide detailed event descriptions and agendas
  • Follow-up – Send reminders and confirmations at appropriate intervals

​
Member Engagement

  • Inclusive Scheduling – Consider different time zones and availability
  • Varied Event Types – Mix formal meetings with social activities
  • Feedback Collection – Gather input to improve future events