Meetings are scheduled from the meeting series overview page via the Schedule button for the meeting series.
1. Click on the ‘Schedule’ button of the meeting you wish to start/schedule
2. Enter in a Date, Start time and End Time for the meeting (this will assist with calendar scheduling). The date can be today or in the future (if scheduling in advance)
3. Adjust the time zone (if required)
4. The individual meeting name is automatically populated, this can be adjusted if required.
5. Enter in a location for the meeting.
6. Enter in a description (if required)
7. Adjust any notification settings
8. Click on the ‘Save’ button
9. Reference Date For Reports, if using Reports as part of your meeting, this is the date that these reports will run up until, you can adjust this area by clicking on the ‘Edit’ button, amending it accordingly followed by clicking the ‘Save’ button
10. Click on the ‘Send Invitation’ button
11. Complete the Comment box (this is optional)
12. Click on the ‘Send’ button
Navigating back to the meeting series overview page will display this meeting as in progress
Editing / Adding Attendees
As mentioned, the previous setup can be actioned in advance of the meeting, this way attendees can view the agenda items and prepare anything that might be required.
1. On the day of the meeting select the meeting required from the Meeting in progress list (the list above)
2. Within the Attendees section Add, or remove from the attendee list
To Add:
1. Choose from one of the available options.
2. Add in any additional attendees
To remove from the attendee list or add any Remarks to an attendee:
1. Click on the ‘Edit’ button
2. Add any comments, or use the ‘Delete’ button to remove an attendee (if deleting an attendee no comments are stored, they are simply removed)
3. Click on the ‘Save’ button
4. Click ‘< Back To Meeting’ button
All comments are stored within the attendee’s section.
Editing / Adding Minutes
1. Click on the ‘Edit’ button within the agenda section
Additional Headings or additional Items can be added by using the relevant buttons. If adding headings and or items, don’t forget the to click the ‘renumber’ button to associate a number to an agenda item.
2. To edit minutes within the agenda, click on the ‘Edit’ button or click on an agenda item on the screen, this places the screen into edit mode
3. Input the minutes into the Minutes area
4. Continue through each agenda item adding minutes as required.
Adding Action and capturing in the minutes:
Within each agenda item you can create an Action, this action will be captured within the minutes, stored within the Actions tab of the Meetings module where you can view the phases that it moves through before being closed.
To add an Action to a minuted item:
1. Click on the ‘+ Add Action’ button
2. Give the action a Title, provide an Open from, or Due on date and input an Action Owner
3. Within the Meeting Details section tick the check box to allow the action owner to download the action minutes, if they weren’t an attendee of the meeting
4. Within the Description box use Rich Text to describe the action being created
5. Click on the ‘Save’ button.
Navigating back to the meeting you can view the action within the minutes area of that agenda item, the status of this will change depending on the status of the action. You are able to add multiple actions to each agenda item (if required).
When all minutes and associated actions have been captured you can navigate back to the summary page of this meeting. There will be a tick under the minutes column to denote an agenda item contains minutes.
You are then able to finalise the meeting minutes and send them out to those that on the attendees list.
1. Click on the ‘Finalise Minutes’ button.
Upon clicking the finalise minutes button, you are provided with further options.
Send Agenda with Reports – Send the agenda with associated reports
Send Minutes – Send the minutes
Re-Open Minutes – Reopen the minutes to make any adjustments
Download button – With available options
When sending the agenda with reports or sending the minutes a comment pop-up box is displayed, this is optional to complete.
Details of all individual meetings are kept within the meeting series template for this type of meeting, navigating to the Individual meetings area there is an expandable/collapsible area to show completed, in progress meetings. Below that is an area for actions within this meeting type.
All actions from meetings can be viewed from the meetings series summary page as well as within the All Actions tab from the meeting module landing page.
Meetings History:
After running the first meeting from the template and creating actions you follow the same method in scheduling your next meeting. The date of the next meeting will already be pre-populated (this is driven from the interval setup when creating the meeting series).
Each meeting series captures any individual meetings that have been scheduled and their status, alongside this there is a list of any Actions and their status.
Clicking on an individual meeting and opening it will allow you to view the meeting and its minutes.
Once opened I can use the ‘View Previous’ and the ‘View Next’ buttons t scroll through my previous meetings.
Clicking on the ‘View’ button will display the meeting minutes, under the section Previous Actions I can click on the available ‘Show’ button, this will display the actions created from previous meetings and their status
Expanded actions view:
Previous Meeting functionality:
After a meeting has occurred once you ill be able to use the Previous Meeting in the series to view any of the minutes captured against the agenda items.
1. Schedule a new meeting
2. Input the date, time and select your notification preferences
3. Within the Agenda section click on the ‘Edit’ button
The agenda is displayed and is ready for the meeting owner to input any minutes. To the right of the agenda, above the actions button is a link titled Previous Meeting.
Clicking on this link will display the Previous Meeting minutes for that agenda item.
The functionality however doesn’t stop there. By clicking on the ‘Edit’ button on the page and clicking the Previous Meeting link you now have the ability to ‘Copy’ the minutes (should you wish to.
1. Click on the ‘Edit’ button to place the screen into edit, or click on an agenda item
2. Click on the link titled Previous Meeting
3. Click on the ‘Copy’ button
4. Click on the ‘Save’ button
*This only works where the minutes are exactly the same as previous minutes and shouldn’t be used to populate meetings just because the functionality exists.