Requestor Agenda and Meal Options (SITE)

This release introduces enhanced control over requester access to agenda functionality at the site level, along with the ability for requesters to select and manage meal options during agenda planning.

Administrators can now configure how much access requesters have to the agenda experience per site, enabling more flexibility while maintaining governance. Additionally, meal selection is integrated into the agenda workflow, allowing requesters to include catering needs directly within visit planning.

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Table of Contents

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What’s New

• New Agenda configuration section at the Site level

• Ability to control requester access to agenda functionality per site

• Support for requesting meals within the agenda workflow

• Option to specify meal details when meals are enabled

• Migration of relevant settings from Global Settings to Site-level configuration

• Removal of outdated agenda-related global settings

• Dynamic labels for roles (e.g., Requester/Sales, Discussion Leader)

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Functional Summary

Admins configure requester permissions at the Site level, determining whether requesters have:

• Full agenda access (same as a Briefing Manager), or

• Limited access with specific capabilities (e.g., requesting meals)

When enabled, requesters can browse the agenda catalog and add meals as agenda items, ensuring catering is included during visit planning.

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Key Capabilities

• Site-level control of agenda access and permissions

• Conditional display of agenda features based on configuration

• Meal selection integrated into the agenda catalog

• Dynamic UI behavior based on selected settings

• Migration of legacy configurations to maintain continuity

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Agenda Access & Meal Selection – Overview

The feature introduces a new Agenda section within Site configuration, allowing administrators to define how requesters interact with the agenda.

Two primary modes exist:

1. Full Agenda Access Enabled

   • Requesters have the same capabilities as Briefing Managers

   • No restrictions or dependency on other settings

2. Limited Access (Full Access Disabled)

   • Admins can selectively enable:

     • Meal requests

     • Meal option specification

     • Suggesting discussion leaders

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Configuration & Administration

Where to Configure

• Navigate to:
  Settings → Sites → Add Site / Edit Site

• Locate the Agenda section under Scheduling

Configuration Fields

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Configuration Rules

• “Allow to request meals” is visible only when full agenda access is OFF

• “Allow to specify meal options”:

  • Visible only when full access is OFF

  • Enabled only when “Allow to request meals” is checked

• If all three options are selected:

  • Full agenda access is automatically enabled

  • Individual options are hidden

• If “Allow to request meals” is unchecked:

  • “Allow to specify meal options” is disabled and cleared

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Dynamic Labels

• <Requester/Sales> → comes from Global Settings (Account Team label)

• <Discussion Leader> → comes from Global Settings (Presenter label)

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Existing Site Behavior (Migration)

For previously created sites:

• Some values are migrated from Global Settings

• Meal request and discussion leader settings are auto-populated based on prior configuration

• New fields default to unchecked

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Global Settings Changes

The following settings are removed from Global Settings and now managed at Site level:

• Allow requesters to request meals

• Allow requesters to suggest discussion leaders

• Allow requesters to use agenda builder

• Allow creation of discussion leader accounts during scheduling

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User Roles / Permissions / Prerequisites

Prerequisites

• Site must be configured with appropriate agenda settings

• Meals must exist in the catalog for the site

• Visit must allow requester-driven agenda interaction

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How It Works / User Flow – Step-by-Step

1. Configure Agenda Settings (Admin)

1. Go to Settings → Sites

2. Click Add Site or Edit Site

3. Navigate to Agenda section

4. Configure:

   • Full access OR

   • Selective permissions (meals, options, discussion leader)

5. Save changes

Screenshot: [Agenda configuration section in Add/Edit Site modal]

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2. Requester Adds Meals to Agenda

Applicable when:

• Full agenda access = OFF

• “Allow to request meals” = ON

Steps:

1. Open a Visit

2. Navigate to Agenda → Catalog

3. Open Topic Category dropdown

4. Select Meals (appears first)

5. Drag and drop a meal into the agenda

6. Meal is added to Proposed Agenda

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3. Conditional Behavior

• If meal requests are disabled:

  • Meals category is hidden

  • Meals cannot be searched

• If no meals exist for the site:

  • Meals category is not shown

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4. Full Agenda Access Scenario

If full agenda access is enabled:

• Requesters have complete agenda functionality

• Same experience as Briefing Managers

• Other toggles do not restrict behavior

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Important Considerations & Limitations

• This release focuses on configuration and visibility only

  • Some downstream behavior changes may be handled in future enhancements

• Full agenda access overrides all other restrictions

• Meal options cannot be enabled unless meal requests are enabled

• Dynamic labels depend on Global Settings configuration

• Existing workflows for adding discussion leaders remain unchanged

• No change to validation rules (e.g., scheduling constraints)

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FAQs

Q: What happens if full agenda access is enabled?
A: Requesters get full control over the agenda, identical to Briefing Managers.

Q: Can meal options be enabled without enabling meal requests?
A: No. Meal options depend on meal requests being enabled.

Q: Why don’t I see the Meals category in the catalog?
A: Either:

• Meal requests are disabled, or

• No meals are configured for the site

Q: Are Global Settings still used for agenda permissions?
A: No. Relevant settings have been moved to Site-level configuration.