Run the whole KOL meeting chain, from nomination to follow-up
A congress is where your teams meet the experts who matter most, and the coordination behind those meetings usually lives in inboxes and spreadsheets that no one can see into. With Onomi, nomination, outreach, scheduling, check-in, and follow-up run as one visible chain, staffed onsite, and every meeting lands on the CRM record.
At congresses today, live at deployed accounts and sold at multi-company congress scale. Runs on whatever KOL database you license, including Veeva Link.
Where KOL coordination breaks down
Nobody can see the status
Who nominated which KOL, whether the meeting is confirmed, and who is covering it live in one person's inbox. Every stakeholder emails the congress team to find out, and the same expert gets nominated twice.
Scheduling is a manual scramble
Matching KOL availability to participant calendars, rooms, and blocked slots is done by hand across time zones, and reminders and reschedules pile onto whoever is coordinating.
The meeting happens, the record does not
The KOL meeting takes place in a suite, and the notes, actions, and attendance never make it back to the CRM in any structured way, so the next engagement starts cold.
How KOL engagement works
One chain, visible end to end
Six phases run as one flow: nomination, outreach, scheduling, check-in, insights and actions, and follow-up. Nominations from reps, affiliates, uploads, CRM lists, and KOL databases consolidate into one form that shows duplicates at submission, with configurable conflict handling and an approval workflow whose status any stakeholder can read without emailing the congress team.
Availability campaigns and reconciled scheduling
Branded outreach signed by the meeting owner carries a slot-selection link and automated reminder cadences, with prioritized batching for large request volumes. KOL availability is reconciled against participant calendars, room capacity, and blocked slots, with two-way Outlook and Google sync, wayfinding to the room, and structured handling of no-shows and reschedules.
Staffed business-suite check-in
Onsite, a staffed suite greets and orients the KOL, records attendance by scan or manually, prompts for consent, manages room logistics and last-minute reschedules, and files an end-of-day report. This is the differentiator against a database alone: the meeting is run, not just listed, and executive briefings are bulk-generated from approved templates and enriched in real time with in-congress touchpoints.
Two ways to deploy it
Run the whole chain, or just the logistics and analytics while affiliates keep intake and outreach. Run it with your KOL database or without one. Meeting notes follow pre-agreed sections and field types with role-based visibility, and appointment status and attendance sync to the HCP timeline, so the follow-up reflects what was actually discussed.
Featured services
Software is half of it. These are the services our team delivers around this capability.
Staffed suite and onsite CoE
Onomi staff run the business-suite check-in, exception handling, and the end-of-day reporting through the congress, so your team runs the conversations.
Delivery & services →Onomi Concierge
Human supervision on the customer's behalf: nomination-list management, availability conflicts, data cleansing, and special requests, arranged before and during the event.
Delivery & services →Where this stops
We are not a KOL database
There is no independent thought-leader universe, no profile depth or influence scoring here. Veeva Link is the gold standard for that and we do not compete with it. We run on whatever database you license, including Veeva Link, and add the engagement machinery around it.
Contracting and honoraria stay in your systems
The chain schedules and runs the meeting and records attendance; NDA execution is supported, but contracting, fees, and transfer-of-value disclosure are handled in your own systems, with transfer of value covered on its own page.
"We already use Veeva Link for KOL management."
Keep it. Veeva Link resolves and identifies KOLs upstream at nomination, and we run on it as the database. What this adds is the congress-week machinery Link does not run: consolidated nomination with duplicate visibility, availability campaigns and reconciled scheduling, staffed onsite check-in, and structured notes and attendance synced back to the record.
Frequently asked questions
Do we need our own KOL database to use this?
No. You can run the whole chain with your KOL database, or without one. And you can deploy the full chain or just the logistics and analytics, with affiliates keeping intake and outreach. The machinery adapts to how your teams already work.
What makes the staffed suite different from a scheduling tool?
A scheduling tool books a slot. The staffed business suite runs the meeting: greeting and orientation, attendance capture by scan or manually, a consent prompt, room logistics and last-minute reschedules, and an end-of-day report, with executive briefings prepared per KOL from approved templates and enriched with live congress touchpoints.
How does a KOL meeting reach the CRM?
Appointment status and attendance sync to the HCP timeline, and structured meeting notes follow pre-agreed sections and field types with role-based visibility, captured in-app or directly in the CRM interaction. The follow-up starts from a real record of the meeting.
Can it handle two teams nominating the same expert?
Yes. Nominations consolidate into one form that shows who else nominated the KOL, and by whom, at submission. Conflicts are handled by a configurable rule: first-in-first-out, pre-set team priorities, two separate meetings, or case by case.
Related pages
See the KOL chain run on your own congress
Bring a KOL program and a congress. We will walk nomination through follow-up, show the staffed-suite check-in, and the meeting landing on the CRM record behind it.
Request a demo