Knowhere Product Documentation

Draft for review, written from the current product, July 2026.

Know Where. Know Who. Know Why.

You run your team’s presence at an event. Booth coverage, customer meetings, executive schedules, demo stations, room changes. That is a coordination layer, and calendar tools were never built for it. The spreadsheet goes stale by day two.

Knowhere manages the intersection of people, meetings, spaces, and schedules in one live system. One rep gets double-booked, a target account never gets a meeting, a customer waits at the booth with nobody expecting them. Change one fact and everyone knows where to go. Built for the team going to the show. Not the team running it.

Three ways in

There are three paths through these docs. Use whichever fits how you think.

By the event lifecycle. Follow the arc of a show through Before the show, During the show, and After the show. Best when you want to understand why each piece matters and when you’d reach for it.
By feature. Go straight to a capability in the Features sidebar group, or the deep-dive list below. Best when you already know what you’re looking for.
By task. Need to do one specific thing right now? The How-to guides walk you through it click by click, from creating an event to launching the kiosk.

Most of Knowhere works the same on every plan. Where something needs a higher plan you’ll see a badge, like Business & up or Enterprise. The full breakdown is on Plans & billing.

Core concepts

Everything in Knowhere hangs off a handful of building blocks. Learn these nine terms and the rest of the product explains itself.

Events: Each conference, trade show, or summit you attend. An event holds its dates, timezone, location, meeting spaces, staffed team, and every meeting that happens there.
Spaces: The places meetings happen, a booth meeting room, a rented suite, or a virtual room like Zoom. Your schedule is laid out space-by-space, so you always know what’s free.
Meetings: The heart of Knowhere. A meeting has a time, a space, your team attendees, the customer attendees, and notes. Check-in captures what actually happened.
Requests: Inbound asks for meeting time from your public booking page, a rep’s personal link, or a walk-up at the kiosk. Requests wait in a queue until a manager approves or declines them.
Organizations & Target Accounts: The customer companies you meet with, and the contacts inside them. Mark an organization as a target account and Knowhere tracks whether it actually got meeting time.
Briefs: Per-account prep documents for an event. Objectives, talking points, deal context, and history. Drafted by managers, published to the team, ready before the handshake.
Availability & Personal Time: Every team member’s free/busy time at an event, including Personal Time blocks for travel, lunch, and breaks. Scheduling steers around the time that’s really free.
Check-in & Walk-ins: Day-of attendance. Attendees check in at a self-service kiosk. Unexpected visitors register as walk-ins and can be attached to meetings or turned into requests.
Know It All: Knowhere’s built-in AI event search. Ask it anything about your schedule, people, spaces, or accounts in plain English. It answers instantly and links you to the right screen.

Go deeper

Feature-by-feature detail lives in the deep-dive pages:

For managers

Managers see the whole picture, every event, every meeting, every request, and every account across the company. Your home base is the Hub, a live overview of today’s meetings, recent activity, and anything that needs your attention.

Manager Hub showing the next event hero, meetings scorecard, Team Coverage and Activity Engagement Scoreboard, and Recent Activity feed

Set up an event in six steps

Creating an event walks you through a short setup wizard. Ten minutes of setup is what makes the rest of the event run itself. Every step past Details is skippable, and new events start from your company-wide defaults (Settings → Company → Event Defaults), so most of it is confirm-and-go.

Details: Name the event, set its dates, timezone, and location.
Spaces: Add your meeting rooms, physical or virtual, with capacity and location hints so reps can find them. For booth demos, mark a Space as a bookable demo station with a topic and slot length.
Team: Staff the event. Assigned team members are notified by email and immediately see the event in their own dashboard.
Targets: Pick this event’s target accounts. Your company targets come pre-checked. Adjust the list for this event.
Hours: Set the event’s operating hours so meetings only get booked when your team is actually on site.
Share: Turn on public booking to get a shareable link (and an embeddable widget for your website) where customers can request meetings, no login required. Events with demo stations also get a Book a demo mode here.

Run the schedule

The Schedule view lays out every meeting across spaces and time, a live grid with a “now” line, filters, and a day scrubber. Knowhere flags conflicts automatically. A rep who’s double-booked, busy from their own calendar, or booked outside their availability shows up before the problem does.

Create and edit meetings from anywhere in the app. Set the time, space, internal attendees, and customer attendees, add notes, repeat it across multiple days if needed. When calendar invites are enabled, customers automatically receive a real calendar invite with an RSVP link, and updates or cancellations keep their calendars in sync.

Event Schedule grid laid out by Space with a "now" line and a meeting carrying a Conflict tag

Work the request queue

Everything customers submit from your public booking page, a rep’s personal link, or the kiosk lands in Requests. Review the details, check the requested rep’s availability, and approve to create the meeting in one step, or decline with a note. Requesters are notified by email either way.

Track target account coverage

Load in the organizations you care about and mark your target accounts. The Engagement Scoreboard shows which accounts have meetings booked, who owns each relationship, and, most importantly, which targets still have no meeting scheduled while there’s still time to fix it.

For each key account, build a Brief with objectives, next steps, talking points, and deal context, alongside the account’s meeting history. Publish it and every rep walks in prepared.

Measure what the meetings produced Business & up

Booking the meeting is half the job. Sales Inference, on the event Overview, grades what the meetings actually produced: which Tier 1 targets got an executive in the room, how many meetings earned a Concrete substance grade from their notes, whether the commitments your team made are getting done, and where the customer’s side out-ranked yours. Nothing is hand-entered; save your meeting notes and the numbers follow. More in Sales Inference.

Run the day

On event day, the Overview becomes your command center, a live queue of who’s checked in, today’s meetings as they happen, and costs against attributed revenue. Turn on the kiosk to give attendees a self-service check-in screen at your booth. Walk-ins register themselves and appear in your queue, ready to be attached to a meeting or converted into a request. Recent Activity on the Overview is where changes land as they happen: RSVP answers, request approvals, notes, and check-ins, each linking to the meeting behind it.

Team and billing. Invite teammates by email from Settings. They join as managers or team members, and their role decides what they see. Your subscription, plan limits, and add-ons are managed from the billing portal in Settings.

For team members

Team members get a focused view of exactly what matters to them, their events, their meetings, their availability, and their accounts. No noise from the rest of the company’s calendar.

My Dashboard: Your landing page. Today’s agenda, the events you’re staffed on, and anything that needs action from you, all in one glance.

Team member My Dashboard showing today's agenda, events, and action items in the slate-blue theme

My Events: Every event you’re assigned to, with a day-of briefing view built for being on site. A countdown to kickoff, live announcements from your manager, and the logistics you actually need (where things are, when doors open, who to call).
My Meetings: Your personal meeting list across all events. Open any meeting to see the time, space, attendees, and notes. Meetings booked for you by a manager, or requested through your personal link, all show up here, updated in real time.
My Availability & Personal Time: Tell Knowhere when you’re not available and nobody can double-book you, not managers, not customers. Block out travel, lunch, and breaks as Personal Time so your schedule reflects reality, not wishful thinking.
Your personal booking link: Every team member gets a personal public page where customers can request time with you directly. Drop it in your email signature or your outreach before the event. Requests come in, your manager (or you) approves, and the meeting lands on both calendars.
My accounts: The target accounts assigned to you, their coverage status, and their published Briefs, so you know who to prioritize and what to say when you sit down with them.
My commitments: On each of your event pages, the to-dos assigned to you from that event’s meetings, with one-tap Mark done, plus anything flagged on your meetings that needs an explanation. Your follow-through, without a spreadsheet.

The people you meet with never need a Knowhere account. They interact with three simple surfaces:

Public booking pages: Share an event booking link, or embed it on your website, and customers pick a time and submit a request in under a minute. Each rep also has a personal booking page for direct asks. If the event has demo stations, visitors can also book a demo directly. Pick a demo, grab a fixed-length slot, and (if you allow it) get instantly confirmed with no approval step.
Calendar invites & RSVP: Confirmed meetings arrive as real calendar invites in the customer’s inbox, with one-click Accept, Maybe, and Decline buttons. Answering from their own calendar app works too. From the same link they can request a different time or take themselves off the meeting. Every response lands in the meeting owner’s email and the event’s Recent Activity feed.
The on-site kiosk: A self-service screen at your booth. Attendees check in to their meeting by picking their name (or entering a check-in code). New visitors register as walk-ins or request a meeting on the spot.

Know It All, your AI event search

Know It All is the fastest way to get anything out of Knowhere. Instead of clicking through screens, just ask in plain English, right inside the app.

“Who’s free Tuesday at 2pm?”
“Which target accounts don’t have a meeting yet?”
“Is there an open room tomorrow morning?”
“What’s on Sarah’s agenda for day two?”
“Any conflicts on Thursday?”

Know It All can search across your meetings, events, people, spaces, and accounts, spot conflicts, find free time, check target-account coverage, and pull up an account’s briefing and history. Every answer links straight to the relevant screen in the app. The event manager stops being the human search engine.

Know It All respects roles. Managers can ask about anything in the company, while team members get answers about their own schedule and accounts.

Know It All never books behind your back. When you ask it to set up or change a meeting, it pre-fills the booking form and hands it to you. You review and hit save. You’re always the one who confirms.

Works with the calendar you already use

Knowhere doesn’t ask your team (or your customers) to live in a second calendar. It meets everyone where they already are.

Invites out. When a meeting is confirmed, attendees get a standard calendar invite by email that works with Google Calendar, Outlook, and Apple Calendar. Reschedule or cancel in Knowhere and their calendars update automatically.

Busy time in. Some meetings live outside Knowhere, an internal sync, a dinner, a flight. Forward the calendar invite to add@cal.goknowhere.com. An invite that lands inside one of your events shows up there as a read-only imported meeting, visible to everyone planning around you. Anything else becomes a busy block on your availability, so conflict detection keeps the slot protected, and an invite Knowhere can’t place waits in Imports to review on the Hub. If the outside meeting is cancelled later, forwarding the cancellation frees the slot again.

How it all connects

Knowhere is built around the arc of an event. Every feature exists to serve one of three phases.

Before, build the plan. A manager creates the event, spaces, team, hours. Target accounts are loaded and Briefs drafted. Booking links go out. Requests start arriving. Reps set their availability, and approved requests become meetings.

During, run the day. The live schedule with conflict detection keeps everyone honest. The kiosk checks attendees in. Walk-ins are captured, not lost. Announcements and logistics reach every rep in real time, and Know It All answers who, where, and when instantly.

After, know what it was worth. Attendance is recorded, check-ins, no-shows, walk-ins. Meeting notes and debriefs capture outcomes. Costs against attributed revenue show the event’s ROI, and account history rolls into the next event’s Briefs.

The thread running through all of it is one meeting record, seen from every angle. The meeting a manager books appears on the event’s schedule grid, in the rep’s My Meetings, in the customer’s calendar, at the check-in kiosk, on the account’s engagement history, and in Know It All’s answers. Change it once, and everyone’s view updates in real time.

Your data stays yours. Every company’s data is isolated from every other company’s, enforced at the database layer. Your events, meetings, and accounts are visible only to members of your company, scoped by their role.

Glossary

Term	Meaning
Event	A conference, trade show, or summit your company attends, the container for spaces, team, and meetings.
Space	A meeting location within an event: a booth room, a suite, or a virtual room.
Demo station	A Space marked bookable on the public page. Visitors book fixed-length demo slots directly. Bookings auto-confirm or queue for approval, your choice.
Account owner	The team member responsible for an organization, company-wide. Drives coverage tracking and Brief access.
Announcement	A short update a manager posts to an event. It appears live on every staffed rep’s day-of briefing.
Logistics card	A day-of detail (badge pickup, wifi, booth, parking, hotel, transportation, schedule, collateral) a manager adds to an event’s briefing for the team.
ROI	An event’s gross return, attributed revenue divided by total cost, alongside cost per meeting, account, and team member.
Meeting	A scheduled session with a time, space, team attendees, customer attendees, and notes.
Hold	A meeting status that reserves the slot without telling anyone. A held meeting takes the Space and the rep’s time, and keeps the slot off their personal booking page, but sends no invites until it’s confirmed.
Imported meeting	A read-only meeting created from an email invite you forwarded to Knowhere. It blocks the time on your schedule but sends no invites of its own.
Request	An inbound ask for meeting time, awaiting manager approval. Comes from booking pages, personal links, or the kiosk.
Reschedule request	A guest’s proposal of a new time, made from their RSVP page. The meeting stays where it is until a manager approves the new time.
Organization	A customer company you meet with. Holds its contacts and meeting history.
Target account	An organization you’ve flagged as a priority, with a tier (Tier 1 highest). Knowhere tracks whether it gets meeting coverage at each event.
Brief	A per-account prep document for an event: objectives, talking points, deal context, and history.
Sales Inference	The manager’s view of what the meetings produced: exec coverage of Tier 1 targets, substance rate, follow-through, and seniority balance.
Recap	The short post-meeting questionnaire your team answers on a meeting once it’s past or checked in. Managers define the questions; submitted answers post into the meeting’s notes.
Substance grade	The grade a meeting’s notes earn automatically on save, once the meeting has ended: Concrete, Directional, or Fluff. A meeting with no notes shows No debrief instead.
Commitment	A follow-through item pulled from meeting notes, with an owner and a due date. The app also calls these to-dos.
Earmark	A flagged risk moment on a meeting’s customer side, an exec who cancelled, no-showed, got swapped for someone junior, or walked up unannounced. Stays open until resolved with a note.
Persona	A contact’s seniority (C-level, VP, Director, IC) and function, inferred from their job title or set manually. Knowhere never guesses an unknown.
Executive level	The company setting (default VP) for who counts as an executive in engagement metrics.
Personal Time	A non-meeting block on a rep’s schedule (travel, lunch, break) that protects the slot from booking.
Check-in	Recording that an attendee actually showed up, usually via the kiosk.
Walk-in	An attendee who arrives without being on the meeting’s expected list.
No-show	An expected attendee who didn’t attend, captured in the meeting’s attendance summary.
RSVP	A guest’s response to a calendar invite: Accept, Maybe, or Decline, from the invite’s buttons, the manage page, or their own calendar app.
Know It All	Knowhere’s built-in AI event search. Ask it anything about your schedule, people, spaces, or accounts.
Hub	The manager’s home screen: company-wide activity, today’s meetings, and quick access to every event.
Recent Activity	The live feed on the Hub and event Overview: RSVP changes, requests, notes, and check-ins, each linking to the meeting behind it.
My Dashboard	The team member’s home screen: their agenda, events, and action items.
Manager	A role that sees and manages everything in the company: events, meetings, requests, accounts, team, and billing.
Team member	A role scoped to its own schedule, availability, booking link, and assigned accounts.