AI Agenda Topic Recommendations (Account and Briefing Manager User View)

How to access  

Open Visit - Agenda page

NOTE: Make sure the “Agenda” tab is enabled for your visit type under the Admin - Request Form Setup page.

Overview  

The Agenda Builder is an essential tool for scheduling and managing activities in rooms associated with a visit. Its latest AI-integrated update enhances ease of use, especially for users new to scheduling tools. This feature streamlines the agenda-creation process, ensuring a more efficient and user-friendly experience. Below is a breakdown of both the Account Manager and Briefing Manager views.

Main Functions

  1. AI-Generated Recommendations: Upon first access, users are presented with AI-suggested topics, complete with informative tooltips for further details.
  2. Catalog Browsing and Customization: Users can explore various topics, add personalized notes, and tailor the agenda to their specific needs.
  3. Agenda Overview and Editing: Users can review and modify their proposed agenda, updating notes and details as required.
  4. Finalization and Sharing: Once the Briefing Manager adds topics, users can still view and share the agenda, including editing additional notes and presenter-specific comments.

Account Manager User

Simplifies the initial stage of agenda planning by providing contextually relevant suggestions, making the tool accessible even for beginners.

First time opening the page

Recommendations

When the Agenda page is opened for the first time by the Requester, then AI automatically starts generating list of Recommended Topics based on data entered in the Visit. When the list is generated all suggested topics will be displayed in the “Top AI Recommended Topics” section. Users can check topics description and reason why they are recommended in hoverable info icons. Users can generate new list of the topics by clicking on “Generate” arrow icon.

AI recommendation process is following:

  1. AI reviews the Engagement data focusing on engagement reasons (both questions and answers), industries, customer questions and answers, opportunities, agenda notes and visit notes.
  2. Identifies key words, themes, or concepts that are prominent within these data points.
  3. Examines the list of topics, paying close attention to the 'Name' and associated 'Category' and 'Notes'.
  4. Aligns the themes and concepts identified in the datasets with the topics, ensuring that your selections closely match the engagement's data.
  5. From your aligned list, selects the most relevant topics for the engagement, ensuring they best fit the extracted themes or concepts.
  6. Provides a brief rationale for each selected topic, explaining why it was chosen based on the data analysis and topic alignment.

Additionally, AI won’t recommended any topic that is not available for the selected Site/Center, Topics that are not available for the Requester and Topic that already added as Agenda Items.

Catalog

Offers a comprehensive view of available topics, allowing for a customized and detailed agenda.

Upon completing the Recommendations section, the Requester proceeds to the subsequent stage, where they may either conduct a search or choose from various categories to explore additional topics. It is important to note that the Requester is not authorized to request meals; this function is exclusively reserved for the Briefing Manager. In the Catalog phase, the Requester has the ability to view the topics previously selected, displayed on the right-hand side. Additionally, they have the option to append notes to each individual topic. Beneath the "Proposed Agenda Items", there is a provision for a text box. This enables the Requester to input any remarks or comments intended for the Briefing Manager's attention.


Proposed agenda


Overview

Provides a clear summary of the planned agenda, ensuring all elements are in place and correctly noted.

Once finishing agenda planning, the Requester will see the Overview page with all of the submitted information (this view be shown until the Briefing Manager starts to build the agenda). The Requester cannot remove topics on this page but can update notes left per topic or to the Briefing Manager.


Edit

Allows for flexibility in agenda planning, enabling users to revise and refine their choices.

Should the Requester wish to modify an agenda item that was previously added, they may do so by clicking the "Edit Agenda" button. The Requester has the option to choose from both AI-suggested and Business English topics from the list provided.


Agenda created by the Briefing Manager

Upon completion of the agenda planning, the Requester will be directed to the Overview page, which displays all submitted information. Please note that this view will remain accessible until the Briefing Manager commences the agenda construction process. It is important to be aware that the Requester does not have the capability to remove topics on this page.

However, they retain the ability to update any notes associated with individual topics or notes specifically addressed to the Briefing Manager.

Actions available to the Requester:

  1. Hover over the speakers to view their pop-overs
  2. Hover over the abstract to see the abstract text in a tooltip
  3. Hover over the note icon to see the note text in a tooltip.

  4. Edit the “Additional Notes & Comments”
  5. Edit the “Notes to Presenter” by clicking the Topic Title

  6. Share the agenda



Briefing Manager User

As the Briefing Manager possesses complete access to the agenda planning, certain steps undertaken by the Requester are bypassed. The Briefing Manager is provided with a "Summary" page, essentially an overview of the agenda, and an "Edit" page, where the actual agenda construction occurs.

Summary

The "Summary" page is identical for both the Briefing Manager and the Requester, with the exception of additional interactive options available to the Briefing Manager. The Briefing Manager can:

  1. Click on the Topic Name > Edit topic general info

  2. Click on the Room Name > Edit topic room info


  1. Click on the Speaker's Name > Edit speaker info

  2. Click on the Notes icon > Edit Notes

  3. Click on the Abstract > Edit Abstract info

Edit

The Briefing Manager is equipped to construct the visit agenda on the "Edit" page. This agenda builder is segmented into two sections: Topics & Notes and Agenda Builder.

Topics & Notes

Positioned on the left are agenda items instrumental in formulating the agenda. These include proposed topics, catalog topics, and account notes.

The Proposed tab displays Requested Topics and Recommended Topics. The Requested section surfaces if the Requester selected topics during their visit request. The Recommended Topics section displays AI Recommended topics using following rules:

  • If Recommended Topics List was generated by Requester, then topics that was suggested by AI and didn’t selected by Requester will be displayed in Recommended topics section.
  • If Agenda tab is opened for the first time by the User with full agenda access, then AI automatically starts generating list of Recommended Topics based on data entered in the Visit.

Users can generate new list of the topics by clicking on “Generate” arrow icon.

The Catalog tab encompasses all topics and meals available for the Visit Site, typically including breakfast, lunch breaks, and refreshments.

The Notes tab contains notes input by the account manager.

Agenda Builder

On the right lies the agenda builder, where the Briefing Manager can drag and drop topics from both the Proposed and Catalog tabs. Once a topic is placed, it can be repositioned to the beginning. Duration can be adjusted by dragging the bottom of the topic block to align with the required timeframe. It's possible to move any topic anywhere and to add the same topic multiple times. Multiple items can run concurrently. Topics can also be moved between rooms and days.

The room's available time is indicated by white areas, while grey areas, booked by another visit, are unavailable for agenda planning. The Briefing Manager is restricted from planning outside the visit range.

Add Room

Additionally, the Briefing Manager can assign extra rooms to the agenda table by selecting the Add Room button.

Show All days

For multi-day visits, there will be a "Show all days" switch and carousel buttons for each day. Depending on the screen resolution, up to three visits will be displayed on the first page, but users can view additional visits by scrolling through the carousel. Rooms for multi-room visits are presented individually.

Share

Both the Account Manager and the Briefing Manager have the capability to share the agenda by clicking the "Share" button on the "Summary" page.