Preparing A Meeting

Creating a Meeting

To prepare your first meeting, select the Team that will be hosting the meeting. Click Meetings from the menu bar. From the Meetings page, click New Meeting.

1. Give your meeting a title.
2. Ad a description to the meeting. The description field has text formatting.
3. Select the type of meeting.
4. The meeting must have a scheduled start date and time, and a scheduled end start date and time.
5. There is an option to make the meeting public. Meetings are not made public until after the button is clicked. It is advised to wait until you are done editing the meeting to make the meeting public.
6. If there are any documents that apply to the entire meeting they can be added here.
7. When you are ready to fill in the sections and items of the meeting, locate your meeting on the Meetings page, and click the name of the meeting.

Mapping out a Meeting

Meetings are composed of sections and items. 

• A section is a series of agenda items that are all related. Examples would be New Business, Old Business, Call to Order, etc.
• Items are the sub points that are a part of a section. For example, under the section Old Business, there may be items that need to be reviewed from a previous meeting.

Create A Section

• To create a section click Add Section and give it a Title in the window that pops up.
• Additional sections can be created by clicking Add Section.
• Sections can be reorganized by clicking and dragging the 3 horizontal lines next to the section names.
• Numbers will autopopulate after reorganizing.

Create an Item

• To create an item under that new section, move your mouse to the right of the grey bar next to your title. A + sign will appear.
  • Fill in the New Agenda Item fields.
  • The description field text can be formatted and will show up on printed agendas.
  • If an item has attachments specifically for that item, they can be added in the document field.
  • An item can be applied to a specific section by selecting the section from the section drop down menu at the bottom of the page.
• Agenda items can be linked Team Documents or other Agenda Items
  • For example, if the meeting is referring to a policy or a team document, that can be linked in the Attached Team Document section. 
  • Click Search Team Documents and begin typing in the name of a document. It can then be searched for and added as a Team Document for discussion.

• Agenda items can also be linked to another agenda item. A use case might be referring back to a previous meeting's action or presentation.

• In the Related Agenda Item section type in the title of a previous agenda item. It will be searched for and can be linked to in the agenda item.

  

• Items can be reorganized by clicking and dragging them.
  • Items can be dragged into new sections and their order within sections can be dragged.
  • Item numbers will autopopulate after reorganizing.

Participants

Adding participants allows a meeting to be prepared before it is made public. It allows a board or a team to collaborate on a meeting in preparation for the meeting. It also ensures that there is a record on the agenda of those were were a part of the meeting.

To add participants:

1. Open the meeting that is being edited.
2. Locate Participants on the right hand side and click Add.
3. Add members who are already a part of your organization can be searched for an added.
4. Add members who are not a part of your organization. These members will receive an invitation for only this meeting.

Exporting PDFs

There is an option to export meeting PDFs. After clicking the Export PDF button there are 3 options:

1. Full Agenda - Includes sections, items and descriptions of items.
2. Agenda Outline - Includes sections and items.
3. Full Agenda w Attachments - Includes sections, items, description of items and all attachments.

You can hide meeting participants from the exported PDF by opening the meeting and clicking edit button.

• Scroll down to PDF Export Options and click "Hide participants section from PDF exports"

Making a Meeting Public

By default meetings are not public. To make a meeting public, follow these steps:

• Open the meeting that you want to make public.
• Click Edit to the right of the meeting name.

• Scroll to the bottom of the page and click the box Public Meeting

  

• When that is clicked and the meeting is updated, a new button will appear on the meetings page that says "View Public Meeting". This is a page that anyone can view. That page can be shared with others.
• Scroll Down and click Update Meeting.

After making a meeting public a new link will appear on the meeting page that says View Public Meeting.

• Clicking this link will open the public page for the meeting. 
• This link can be viewed by anyone. Note: It is a read only page and is safe to link to and share with others without anyone being able to edit.