The MyMeetingMaxx document and information upload feature allows you to publish documents that are only available to those individuals registered for a particular meeting. However, it also allows you to layer additional access by adding a particular membership type or list membership, providing access to more individuals. This article will walk you through each of the settings and how they affect who can see the documents.
To get to the settings for MyMeetingMaxx documents, got to the Intranet view page for the specific meeting you are working on. Scroll down to the ‘Management Links’ section, then click the link for ‘Manage MyMeetingMaxx: Information and Uploads’.
Once on the Manage MeetingMaxx page, click the edit link next to the headline for ‘Access-level settings for this Meeting’s Document Page’. You will now be on the screen where you can edit the access level settings.
You will see three settings: Attendee Definition, Membership Types, and Mailing Lists. The first setting for Attendee Definition is where you set at which stage your organization considers someone registered for a meeting and able to see the MyMeetingMaxx documents. There are three options: 1. as soon as they have a registration, regardless of if it is reviewed or paid; 2. a reviewed registration, regardless of if they have paid; or 3. only registrations that are paid and reviewed.
If you only wish registrant of the meeting to view the documents for this meeting, that is the only setting you need to set and you can click Save/Finish. However, MyMeetingMaxx gives you the option to add access on top of the registrants of the meeting. You may add access for one or more membership types by selecting them in the membership type field. You may also give members of a list access tot he documents by selecting that list under the Mailing List field. This is often used to give a committee access to the documents.
It is important to keep in mind that each of the three fields ADDS access to the documents and are independent of each other.