Knowhere Product Documentation

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

Your conference schedule. Zero chaos.

Knowhere coordinates hundreds of customer meetings across your entire team at conferences, trade shows, and summits, with real-time schedules, automatic conflict detection, and a clear picture of which accounts you’ve covered.

If your team has ever run an event out of a spreadsheet and a Slack thread, you know the failure modes: two reps double-booked in the same room, a target account that never got a meeting, a customer waiting at the booth with nobody expecting them. Knowhere replaces that patchwork with one live schedule that everyone works from: managers, reps, and even your customers.

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 concierge. 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.

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. Running 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.

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: objectives, next steps, talking points, and deal context, alongside the account’s meeting history. Publish it and every rep walks in prepared.

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.

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 streamlined 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.
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.

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 a one-click RSVP link. Accept, decline, or tentative; their answer shows up on your team’s schedule instantly.
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 concierge

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.

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. Got a meeting that lives outside Knowhere, like an internal sync, a dinner, or a flight? Forward the calendar invite to your Knowhere inbox address, and that time is instantly blocked on your availability. Conflict detection treats it as busy, so nothing gets booked on top of it. 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 / 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: 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. Knowhere is multi-tenant with company-level isolation 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.
Meeting	A scheduled session with a time, space, team attendees, customer attendees, and notes.
Request	An inbound ask for meeting time, awaiting manager approval. Comes from booking pages, personal links, or the kiosk.
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.
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 customer’s one-click response to a calendar invite: attending, not attending, or tentative.
Know It All	Knowhere’s built-in AI concierge. 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.
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.