Meetings at fairs and conventions

Meetings is your team's schedule for fairs and conventions: every meeting anyone on the team books, in one list or one grid by person, with times on the clock of the place the meeting happens. Boardssey works out everyone else's time, daylight saving included, so nobody turns up an hour early because the clocks changed over the weekend.

Meetings is in beta: it shows in the sidebar for the teams that have it turned on.

What this page helps you do

• Add a fair with its venue and time zone.
• Book a meeting on the venue's clock and see the other person's time and your own.
• Send a booking link so publishers, distributors and press pick a free time themselves.
• See the whole team's schedule by day, or as a grid of who meets whom when.
• Put the meetings in Google Calendar, Apple Calendar or Outlook.

You'll start from Meetings in the sidebar.

Before you start

• Meetings is on the Pathfinder plan and up. On Adventurer, the page shows what it does and Upgrade to Pathfinder. A team that moves to a plan without it keeps its meetings, out of sight until it upgrades again, and its calendar addresses stop answering.
• Members and admins of the team see and book meetings, and only they can be given one. Collaborators do not see the schedule.
• You can add every meeting yourself, or send a booking link and let the other person pick a time. Visitors on a booking link do not need a Boardssey account.

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Add an event

1. Click New event.
2. Type the Name (for example SPIEL Essen 2026) and the Venue.
3. Pick the Time zone of the venue: type Berlin for Essen and Nuremberg, Indianapolis for GEN CON.
4. Pick the First day and the Last day, then click Save.

Helpful details

• Key areas: once the event is picked in the filter at the top, a summary shows its days, venue, clock and how many meetings and people it has.
• Good to know: when the clocks change during the event (SPIEL 2026 ends on the Sunday Europe goes back an hour), the summary says on which day.

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Book a meeting

1. Click New meeting.
2. Type a Title and pick the Event. Under Who goes, tap everyone on the team who goes: one person, several, or nobody yet.
3. Type the Date and Start as the venue's clock reads them, and pick a Length.
4. Fill in the Company, Contact, Contact email and, if you know it, Their time zone.
5. Add Where (a hall and booth, or a call link), a Status and Notes, then click Save.

Helpful details

• Key areas: under the time, a preview shows the meeting At the meeting, For them and For you, each with its date and offset.
• What you can do: a meeting outside any fair (a call, a visit) uses No event and the time zone you typed the time in.
• Good to know: the preview warns when the clocks change on the meeting day, or between today and the meeting. A time the clocks skip (02:30 on the night they jump forward) cannot be saved.

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Send a booking link

A booking link is a public page where the people you want to meet pick a free time with one member of the team. They see every time on their own clock and on the venue's, and each booking lands on your schedule with their name, company and time zone.

1. Click Booking links, then New booking link.
2. Type a Title (for example Meet us at SPIEL), pick the Event and who the visitors meet.
3. Pick the Time zone of the hours (the venue's for a fair), the First day and Last day, the hours From and Until, and the Days of the week.
4. Choose the Meeting length, a Break between meetings and how far ahead visitors must Book at least.
5. Add where you meet and a Message for visitors, then save.
6. Click the copy button next to the link and send it. Booking links use the short address bdsy.cc/meet/....

Helpful details

• Key areas: the page offers only times the host is free: their other meetings on any team, and the busy times of their Google Calendar when they sync it (below), are kept clear, with the break around them.
• What happens next: the visitor gets a confirmation email with their time and the venue's, a button to add it to Google Calendar, and a link to cancel. The host gets an email and a notification in the bell, and again if the visitor cancels.
• Good to know: two visitors can never book the same time with the same person: the second one is asked to pick another.
• Good to know: turn off Taking bookings to pause a link. Deleting a link keeps the meetings booked through it.

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See the team's schedule

• List shows a table per day: time on the venue's clock (and yours when it differs), meeting, contact and their time, who goes, where and the status.
• Click a meeting to see everything about it: when (on every clock), status, contact, where, who goes and notes. Click Edit there to change it.
• To write about a meeting while it happens or after it, click the meeting, then Notes. A panel opens with the same editor as a game's notes: headings, lists, checklists, links and images. It saves by itself a couple of seconds after you stop typing, and everyone on the team who sees Meetings reads the same notes. They stay inside Boardssey: the public schedule page never shows them.
• To speak instead of typing, click Dictate (the microphone at the right of the notes toolbar), talk, then click it again to stop. The text appears where your cursor was, in Portuguese, English or whatever you spoke, and saves like typed text. The first time, the browser asks to use the microphone. A recording can be up to 10 minutes; the audio is not kept.
• By person shows one day as a grid, a column per team member and a row per start time. Your own column comes first and is marked, then everyone else by name. A meeting several people go to shows in each of their columns, with the others named under it. Click a free cell to book that person at that time, on the clock of that row. When a day mixes clocks (the fair and a call from home), each row names its city.
• On a phone, By person shows one person's agenda at a time: tap a name in the row of people above the grid to see theirs.
• While a fair runs, By person opens on today, and the days already gone fold into one button at the start of the row of days.
• The list hides meetings once they end, so it always opens on what is next, even mid-fair. Turn on Show past meetings above the list to see the ones already over. By person keeps every meeting of the day.
• Filter by event (or All upcoming, Outside events) and by person: picking someone shows every meeting they go to, alone or with others, and the grid shows only their column.
• Change the Status right in the list as the day goes: Done, No-show, Cancelled. On a phone, the status is in each meeting's ⋮ menu.
• A Double booked badge marks meetings that overlap for someone who goes to both.

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Share an event's schedule

Give partners, a distributor or a booth helper one address with every meeting of a fair, no account needed.

1. Pick the event in the filter at the top.
2. In the event's card, click Public link (the globe icon on a phone), then Create public link.
3. Copy the address and send it.

The page shows each meeting's time (on the venue's clock and the visitor's own), title, company, contact name, where and who goes, with a row of people to see one person's meetings. Switch to By person to see a day as columns, one per person, like on the Meetings page (one person at a time on a phone). The address is a short bdsy.cc/meet/agenda/... link. The address follows what you pick (the view, a person, a day), so Copy link shares exactly what you see: send one person's agenda for Thursday, for example. While the fair runs, By person opens on today and folds the days already gone into one button, and the list hides meetings once they end (Show past meetings brings them back). Contact emails, notes and cancelled meetings stay private. Click Turn off public link to stop it; turning it on again makes a new address, and the old one stops working.

Sync with Google Calendar

Directly, the moment a meeting changes:

1. Click Sync calendar.
2. Under Google Calendar, directly, click Connect Google Calendar (or Allow adding events if your account is already connected for the projects calendar) and accept in Google.
3. Turn on Put the meetings I take in my Google Calendar and pick the Calendar.

The meetings you take are added, moved and removed in that calendar as soon as they change in Boardssey, and its busy times are kept free on your booking links. Click Sync now to bring everything in step at once. Turning the sync off removes the synced meetings from Google Calendar.

One meeting, right away: open the meeting's menu and click Add to Google Calendar, or Download .ics for any other calendar.

The whole schedule, in any calendar app:

1. Click Sync calendar.
2. Choose Only the meetings I go to or The whole team's meetings, then Create my calendar address.
3. Click Copy, then in Google Calendar open Other calendars, From URL, and paste it.

Helpful details

• Good to know: a subscribed calendar address works in Google, Apple Calendar and Outlook, and can carry the whole team's meetings. Google refreshes subscribed calendars every few hours, so a meeting booked a minute ago can take a while to appear there. Use Add to Google Calendar when you need it at once.
• Good to know: the address is private to you. If it leaks, click Make a new address: the old one stops working.