Meetings, Agendas, Minutes, Agenda items, etc.
What is the difference between 'New meeting' and 'New offline meeting'?
The 'New meeting' button will create a new regular committee meeting where members will meet all together at the specified date and time. The 'New offline meeting' button will create a new offline meeting that typically runs over a few days and where members can contribute (to discussions and voting) whenever it is convenient for them.
The questions on this page are about regular meetings. Learn more about offline meetings here.
How do I edit the meeting agenda?
The new agenda wizard makes it very easy to create a meeting agenda. The wizard is still based on the agenda template you can setup in the committee settings. When you create a new meeting, an initial agenda will be created based on that template.
When you open the agenda tab of the wizard, you are initially in 'agenda edit mode'. This mode shows the entire agenda with all sections and items on the left, and pending items (requested/parked) on the right. This mode allows you to quickly build the structure of your agenda. You can move items or even entire sections around by simply dragging the container to the desired place in the agenda. You can create new sections and drag them anywhere on the agenda. You can also drag pending items from the right to any section of the agenda on the left side. All your changes are saved automatically.
When you click on an item title, the mode changes to 'item edit mode'. The agenda structure is still visible on the left but the right side of the screen is now replaced with the agenda item editor. You can edit different items by simply selecting the item on the agenda or you can add new items by clicking the plus sign in the corresponding section. Your changes are automatically saved.
To attach documents to an item, click on the documents tab in the item editor. and click on attach documents. You can now attach existing documents or upload new ones. Once uploaded, you can simply drag and drop the documents in the desired order. Changes are also here saved automatically.
Note: Documents that are newly uploaded are not visible to other members until the agenda is published.
To return to the agenda edit mode (E.g. to re-order items or change sections) click on the expand icon just above the agenda. The page will automatically return to agenda edit mode. Use the 'more buttons (…) on items and sections to perform other operations like creating subitems or make an item a subitem.
How can I align text in a paragraph
There are a few ways to align text using the agenda or minutes editor.
You can use the indent buttons to indent text in a regular paragraph. The indent buttons will cause text to set in from the left margin. You can change the indent level using the left and right indent buttons.
Aligning text into columns requires an extra step. When you insert multiple spaces or tabs in a normal paragraph, they are squished together into 1 space when you exit the editor. This is typical behaviour for online rich text editing. To preserve these spaces, you can select the text and click on the 'pre-formatted' button (</>). This will create a 'pre-formatted' box. Inside this box, the editor will change the font to a fixed width font and text can be aligned using spaces. The spaces will be preserved after exiting the editor.
What happens when I add a new member after the agenda was published
New members are automatically added to existing meetings depending on their start date. They will not automatically get meeting invites for meetings that have already been published but you can send them an individual invite.
Can I change the agenda template used for new meetings?
Yes, please see the agenda template help in the Committee settings for details on changing the default template. In the committee settings, you will find several other options to change the formatting and style of your agendas and minutes.
Can I remove a recurring agenda item or entire section just for one meeting?
The agenda template is used to create the initial agenda of the meeting. Once the meeting is created, there is no more linkage with the template. You can simply delete any agenda item or section you don't need for this meeting. When you will schedule the next meeting later, all items will be created from the template again.
When are requested agenda items removed from the list?
Requested items will remain on the list until they are either deleted by the chair or committee admin (declined) or added to an agenda.
What is the difference between a deferred and a parked agenda item?
When an item was not completed during the meeting you can either defer or park it. The only difference is that deferred items have a due date and parked items have not. It's the responsibility of the chair to make sure the group agrees on how to proceed with unfinished business. You can agree to defer to the next meeting, to a certain date or park (table) the item until further notice. In any case, the item will not be forgotten and will show up when you will edit future agendas. It can be included again by simply dragging the item to any section of the agenda.
How do I change the meeting date once I have created the agenda?
You can always change the meeting date, time, location, etc.
1. On the 'meetings' page select the meeting you want to change.
2. Click on 'Edit agenda'. The meeting info page will open
2. Modify any field. The changes are saved automatically
4. Publish the agenda again to notify your members of the changed date
You can insert a note in the notification email if you want.
Can I customize the header and footer of an agenda?
While the online view of the agenda and minutes are fixed, you can customize the meeting header and footer of your generated PDF documents. Please see the agenda headers and footers help in the Committee settings for details on customizing the agenda format. In the committee settings, you will find several other options to change the formatting and style of your agendas and minutes. Some will impact the online version of the meeting as well (E.g. numbering style, indentation)
How do I delete or cancel a meeting?
On the meetings page, select the meeting you want to delete. Once the meeting opens, you will see either a 'Delete meeting' or 'Cancel meeting' button. Meetings that are still in draft mode (agenda not yet published) can be deleted. Meetings that have been published can be cancelled. The cancel meeting page will open and you can add a custom message to the notifications that will be sent to all invitees.
If you deleted a meeting by mistake you can go to the recycle bin and restore the meeting. Deleted meetings stay in the recycle bin for 30 days. After 30 days, deleted meetings are automatically and permanently purged.
How do I create meeting minutes?
On the main meetings page, select the meeting you want to edit. The agenda page will open. click the 'More' button (…) on the top and select 'Create minutes'. Because you are now changing the status of the meeting from agenda to minutes, the system will automatically create a PDF version of the final agenda for your records. Members can view and download this Agenda PDF when they open the agenda from the meetings page.
How can I edit the meeting minutes?
When you create the minutes, the minutes edit wizard will open after the final agenda PDF is created. Later, select the meeting you want to edit from the meetings page. Once the meeting is open, click on 'Edit minutes' at the top. The minutes wizard will open and guide you through the different steps.
By default, only the fields that are minutes related are shown to keep the edit experience quick and easy. If, for some reason, you need to modify information that was part of the original agenda, you can click on the more (…) button to find the different options. All previously entered information can be updated.
Similar to the agenda edit modes, the minutes editor also supports two different modes. The two edit modes provide similar options but show different information and users can choose according to preference.
By default, the editor will open in full item view mode. In this mode, you will see all details of the original agenda item on the left side of the screen while the minutes editor will show on the right side of the screen. The editor will start with the first agenda item.
You can navigate to next and previous items using the next and previous item buttons at the bottom of the page. Alternatively, you can use the jump to (>>) menu button to jump immediately to a specific item. All information you enter in the minutes will be saved automatically.
You can switch to 'Agenda view mode'. In this edit mode, the complete agenda will show up on the left side of the page and can be used to quickly navigate between items while editing. Clicking on an agenda item will open that item for editing. And no worries, all information will be saved automatically so you will never lose any of your edits.
You can switch between the two edit modes any time. As with the other sections of the minutes, the more button on each item (…) provides options to edit previously entered information (item title, description, documents, etc.)
New items can be added in agenda view mode by clicking the 'plus' button in the corresponding section. If you need to make more changes to the agenda (re-order items, add more sections, etc.) you can switch to full agenda edit mode (similar to the agenda wizard) by clicking the 'expand' button on top of the agenda. Regardless which mode you are in, all your changes will be saved automatically.
I can no longer attach documents to a meeting or agenda item?
This can happen for a few reasons.
- You are running out of disk space.
- Your subscription has expired
In both cases we suggest to contact your administrator to verify.
Do guests have access to my committee? Can they see the online agenda?
In short, no. Guests will receive a personalized meeting notification email including a list of items they will be leading (if any) during the meeting but without the link to the online agenda. Your committee is private and only members can log in and review committee information.
Guests to a committee meeting will not receive a minutes notification email.
If required, you can provide your guests with a PDF version of the minutes.