******************************************* Meetings Admin Reference ******************************************* This page gives a reference to all **membertility** views which are available to :term:`members ` who have the :term:`meeting admin` :term:`security role`. .. _Action Items view: Action Items view ====================== :term:`Action Items ` can be accessed from :ref:`Meeting view` or from the top level menu. :term:`Action Items ` are normally generated from :ref:`Meeting view`, but all action items can be seen from the top level menu. :Action: text of the action item describing the action to be done :Assignee: who is responsible for taking care of the action item :Status: current action item status: *open*, *inprogress*, *closed* :Comments: updates on progress or how the action item was completed Meeting Action Items --------------------- **Navigation:** [:ref:`Meeting view`] > [select agenda item] > **Edit** .. note:: all action items since **Show Actions Since** date can be viewed or edited under the automatically created *Action Items* agenda item .. image:: images/meeting-action-items-view.* :align: center .. image:: images/meeting-action-items-edit.* :align: center All Action Items -------------------- **Navigation:** Meetings > Action Items Additional fields shown in the All Action Items view :Meeting: :term:`meeting` at which this action item was created :Date: date for :term:`meeting` that this action was created The view has the following filters: :Date: date range of interest :Assignee: who is responsible for taking care of the action item :Status: current **Status** of interest .. image:: images/action-items-view.* :align: center .. image:: images/action-items-edit.* :align: center .. _Agenda Headings view: Agenda Headings view ====================== **Navigation:** Meetings > Agenda Headings Agenda Headings can be configured to show context for :term:`agenda items `. An agenda heading must be configured here before being added to the :term:`agenda items ` on :ref:`Meeting view`. :Agenda Heading: text of heading which will appear in the :term:`Agenda ` document or the :term:`Minutes ` document :Positions: (optional) when a :term:`discussion item` is created for one of these :term:`positions `, this agenda heading will be used .. note:: if multiple agenda headings share a :term:`position`, the behavior is undefined [#256] .. image:: images/agenda-headings-view.* :align: center .. image:: images/agenda-headings-edit.* :align: center .. _Invites view: Invites view ====================== **Navigation:** Meetings > Invites :Meeting: :term:`meeting` at which this motion was created :Date: date for :term:`meeting` that this motion created :Name: name of the :term:`member` invited to the :term:`meeting` :Email: email address of the :term:`member` invited to the :term:`meeting` :RSVP: the :term:`member's ` :term:`rsvp` response when invited to the :term:`meeting` :Attended: indication of whether the :term:`member` attended the meeting, *yes* or *no* :In person/Virtual: if the :term:`meeting` includes the option *RSVP Required*, this shows whether the :term:`member` plans to or has attended *in person* or *virtual* :Invited: generally *yes* but if the :term:`member's ` :term:`position` changed after the initial :term:`invite` was sent, may be *no* The view has the following filters: :Date: date range of interest :Name: name of :term:`member` :Attended: attendance value of interest .. image:: images/invites-view.* :align: center .. image:: images/invites-edit.* :align: center .. _Meeting Status view: Meeting Status view ====================== **Navigation:** Meetings > Meetings > [select meeting] > **Meeting Status** The Meeting Status view is used to determine what, if any, status reports are missing, and to send reminders to chosen positions about the missing status report(s). :Position: :term:`positions ` which are configured to have a status report are listed here :Members (last request): :term:`member(s) ` who hold the position are listed here, along with the date the last request for status report was made to that :term:`member`. If a date isn't listed, this means the :term:`member` was added to a :term:`position`, but wasn't sent a :term:`meeting` :term:`invite`, which should be a transient condition :Status Report: either *entered* if someone holding this :term:`position` entered a :term:`status report`, or *missing* if no :term:`status report` was entered The view has the following filters: :Status: the status of whether the :term:`status report` was *entered* or *missing* can be selected here .. image:: images/meeting-status-view.* :align: center There is one action button. :Send Reminders: select the row(s) for which a reminder should be sent. The :term:`members ` who hold the selected :term:`positions ` will be sent a reminder. :Subject: default subject is provided by the system, but can be changed if desired :Message: add additional message to the reminder if desired :From: defaults to **From** from the last **Send Invites** or **Send Reminders** (see note), but can be updated if desired :option checkboxes: * check **Request Status Report** if the text in the email should mention that a status report is needed * check **Show Action Items** if outstanding action items should be shown in the email .. note:: For best results, set the **Status** filter to *missing* before using **Send Reminders** .. note:: **Message**, **From**, and option checkboxes default from the last **Send Reminders**, or the last :ref:`Meeting view`'s **Send Invites** if **Send Reminders** hasn't been used for this meeting .. image:: images/meeting-status-reminders.* :align: center .. _Meeting view: Meeting view ====================== **Navigation:** Meetings > Meetings > [select meeting] > **View Meeting** The meeting view is used to manage the :term:`meeting`. The following can be done from this view * send :term:`meeting` :term:`invites ` * create new :term:`agenda` items * rearrange :term:`agenda` items * generate documents related to the meeting * send email to :term:`members ` who were :term:`invited ` to the meeting * tally :term:`meeting` attendance * record discussion about :term:`agenda` items * create :term:`action items ` * create and record votes on :term:`motions ` Edit of an :term:`agenda` item is inline with the table, with :ref:`Action Items view` and :ref:`Motions view` embedded. :Reorder: the reorder icon (|reorder-icon|) can be used to grab an :term:`agenda item` and place it where desired in the :term:`agenda` order .. |reorder-icon| image:: images/reorder-icon.* :Title: title of the :term:`agenda` item, initialized by the :term:`invitee ` who wrote the discussion item, but can be changed :Summary: summary of the :term:`agenda` item, initialized by the :term:`invitee ` who wrote the discussion item. This can be changed, but normally would be left intact except for editorial changes for clarity :Discussion: discussion which took place at the meeting, if the :term:`meeting admin` wants to record this in the minutes :Agenda Heading: heading under which this :term:`agenda` item will be shown in the agenda and in the minutes. The Agenda Headings are configured under :ref:`Agenda Headings view` :Hide: if, for some reason, a :term:`discussion item` recorded by an :term:`invitee ` will not be part of the :term:`meeting` :term:`agenda`, set **Hide** to *yes* and fill in **Reason for Hiding** :Reason for Hiding: if **Hide** is set to *yes*, the reason the :term:`agenda` item was hidden should be entered here. The :term:`invitee ` will be able to see this from their :ref:`My Status Report view` In addition to the **New**, **Edit**, **Delete** buttons, there are action buttons. Action buttons are shown or not depending on which **Meeting Type** was chosen (configured in the :ref:`Meeting Types view`). :Send Invitations: use this to send the initial :term:`invitations ` to the meeting, or if any positions have been updated which affect the meeting attendance. Individual emails are sent which include a link that the :term:`member` can use to :term:`RSVP ` and/or update their :term:`status reports ` :Subject: default subject is provided by the system, but can be changed if desired :Message: add additional message to the invitiation if desired :From: defaults to the email address of the :term:`meeting` **Organizer**, but can be updated if desired .. note:: if any positions which affect meeting attendance have been updated, a nightly job will take care of sending additional :term:`invitations ` :Send Discussion Request: use this to send a discussion request for the meeting. A single email is sent to the :term:`invitees `, suitable for a *reply/all* discussion :Subject: default subject is provided by the system, but can be changed if desired :Message: add additional message to the invitiation if desired :From: defaults to the email address of the :term:`meeting` **Organizer**, but can be updated if desired :Generate Docs: use this to generate documents associated with the meeting .. note:: the :term:`status report` document is automatically created and updated as people write or update their status reports .. note:: for upcoming meetings, a nightly process regenerates the :term:`agenda`, in case changes are made which would affect it. This does not apply to :term:`minutes` since these are normally generated after the meeting :Send Email: use this to send email to the :term:`invitees `. Note the default subject contains the meeting purpose and date, and can be edited :Subject: default subject is provided by the system, but can be changed if desired :Message: add message :From: defaults to the email address which was used during **Send Invites**, but can be updated if desired .. image:: images/meeting-all-buttons.* :align: center .. image:: images/meeting-view.* :align: center .. image:: images/meeting-send-invites.* :align: center .. image:: images/meeting-send-discussion-req.* :align: center .. image:: images/meeting-generate-docs.* :align: center .. image:: images/meeting-send-email.* :align: center .. image:: images/meeting-edit.* :align: center .. _Meetings view: Meetings view ================= **Navigation:** Meetings > Meetings This is the main view for managing :term:`meetings `. The meeting can be created or edited. Once created this view is used to navigate to the individual meeting for administration purposes. :Purpose: short name of the meeting, e.g., Board Meeting :Meeting Type: type of the meeting, as created by :ref:`Meeting Types view` :Date: date the meeting will take place :Time: time of the meeting (optional, depending on **Meeting Type**) :Location: location of the meeting, either a physical address or a URL (e.g., for Google Meet) (optional, depending on **Meeting Type**) :Show Actions Since: action items are shown in agenda, minutes, etc. Any action items which have been updated after this date will be shown associated with this meeting (optional, depending on **Meeting Type**) :Organizer: the meeting organizer. When emails are sent from this view, the **From** address will default to this :term:`member's ` email address. This defaults to the currently logged in member :Invite Tags: :term:`members ` who are associated with these :term:`tags ` through their :term:`position` will be invited to the :term:`meeting` :Vote Tags: :term:`members ` who are associated with these :term:`tags ` through their :term:`position` may vote on :term:`motions ` associated with the :term:`meeting` :Status Report Tags: :term:`members ` who are associated with these :term:`tags ` through their :term:`position` will be prompted to provide :term:`position` :term:`status reports ` :Agenda: this is the link to the :term:`agenda` document :Status Report: this is the link to the :term:`status report` document :Minutes: this is the link to the :term:`minutes` document In addition to the **New**, **Edit**, **Delete** buttons, there is one additional meeting creation button :Renew: this allows the :term:`meeting admin` to create a new :term:`meeting` just like the selected previous meeting, but on a different date and these navigation buttons :View Meeting: this is the view for the :term:`meeting` which can be used to prepare the :term:`agenda` or during the :term:`meeting`, brings up :ref:`Meeting view` :Meeting Status: this gives status of the :term:`meeting`, showing missing and entered status reports. This brings up :ref:`Meeting Status view` :Their Status Report: this allows the :term:`meeting admin` to :term:`RSVP ` and enter :term:`status reports ` on behalf of another :term:`member`. This brings up :ref:`Their Status Report view` The view has the following filters: :Meeting Types: :term:`meeting types ` of interest .. image:: images/meetings-view.* :align: center .. image:: images/meetings-edit.* :align: center **Renew** allows the :term:`meeting admin` to select options for renewing the meeting. The defaults for these options are set in :ref:`Meeting Types view`. See :ref:`Meeting Types view` for a description of how these options work .. image:: images/meetings-renew.* :align: center .. _Meeting Types view: Meeting Types view ====================== **Navigation:** Meetings > Meeting Types The Meeting Types view is used to control the behavior of the :ref:`Meeting view`, and to identify which buttons should be shown. :Meeting Type: name of the meeting type :Automatic Agenda Item Title: if this is specified, when the meeting is created an agenda item will be created in the meeting with this title. Note this can include text of the form {{ purpose }} or {{ meetingtype.statusreportwording }} which is templated against the meeting record. See the administrator for acceptable template variables. :Custom Wording for "meeting": if you don't want the text on the page and emails to say something other than "meeting" you can customize that here. Use lowercase letters. :Custom Wording for "status report": if you want the text on the page and emails to say something other than "status report" you can customize that here. Use lowercase letters. :Custom Wording for "invitation": if you want the text on the page and emails to say something other than "invitation" you can customize that here. Use lowercase letters. :Meeting Options: these control the behavior of the :ref:`Meeting view` for meetings of this **Meeting Type** * *RSVP Required* - require the :term:`member` to :term:`RSVP ` to the meeting * *Time Required* - require the :term:`meeting admin` to add **Time** when creating the :term:`meeting` * *Location Required* - require the :term:`meeting admin` to add **Location** when creating the :term:`meeting` * *Has Status Reports* - the :term:`member` will be shown a page which allows creation of :term:`status reports ` * *Show Action Items* - require the :term:`meeting admin` to add **Show Actions Since** when creating the :term:`meeting`. The :ref:`Meeting view` will show and agenda item with :term:`action items ` * *Allow Online Motion/Votes* - the :ref:`Motions view` within a meeting agenda item will have a button to **Send eVote Requests** :Meeting Button Options: these control what buttons to show for the :ref:`Meeting view`. See :ref:`Meeting view` for the description of each button's behavior * *Send Invitations* - this button should be configured if the **Meeting Options** include *RSVP Required* and/or *Has Status Reports*. * *Send Discussion Request* - this button should be configured if the **Meeting Options** include *Allow Online Motion/Votes* * *Generate Docs* - this button should be configured if the :term:`meeting` will include an :term:`agenda` or :term:`minutes` * *Send Email* - this button should be configured if there will be any need to send email to the :term:`invitees ` after invitations are sent out :Meeting Renew Options: these control how meetings of this type are renewed * *Show Actions Since Last Meeting* - if checked, the **Show Actions Since** for the new :term:`meeting` will be set to the date of the last meeting * *Copy Invite Email* - if checked, the text which was sent in the invite email will be copied from the last meeting's * *Copy Reminder Email* - if checked, the text which was sent in the reminder email will be copied from the last meeting's * *Copy Agenda Summary* - if checked, :term:`agenda` titles and summaries will be copied from the last meetings's * *Copy Agenda Discussion* - if checked, :term:`agenda` titles and discussions from the last meeting will be copied into the new meetings agenda summaries .. image:: images/meeting-types-view.* :align: center .. image:: images/meeting-types-edit.* :align: center .. _Motion Votes view: Motion Votes view ====================== **Navigation:** Meetings > Motion Votes :term:`Motion ` :term:`Votes ` can be accessed from :ref:`Meeting view` or from the top level menu. Motion votes are normally generated from :ref:`Meeting view`, but all motion votes can be seen from the top level menu. :Motion: text of the motion. Motions should be specific enough that they capture all relevant details, without being too wordy :Date: date the motion was made :Member: the :term:`voting member` who made this vote :Vote: vote talley for each :term:`voting member`, one of *approved*, *rejected*, *abstained*, *novote*. Meeting Motion Votes --------------------- **Navigation:** [:ref:`Meeting view`] > [select agenda item] > **Edit** See :ref:`Meeting Motions` for details. All Motion Votes -------------------- **Navigation:** Meetings > Motion Votes .. image:: images/motion-votes-view.* :align: center .. image:: images/motion-votes-edit.* :align: center .. _Motions view: Motions view ====================== :term:`Motions ` can be accessed from :ref:`Meeting view` or from the top level menu. :term:`Motions ` are normally generated from :ref:`Meeting view`, but all motions can be seen from the top level menu. :Motion: text of the motion. Motions should be specific enough that they capture all relevant details, without being too wordy :Mover: the person who makes the motion. This must be one of the :term:`voting members ` :Seconder: the person who seconds the motion. This must be one of the :term:`voting members ` :Status: the result of the motion vote, one of *open*, *tabled*, *approved*, *rejected*. The **Status** should not be left *open* after the :term:`meeting` :Vote: vote talley for each :term:`voting member`, one of *approved*, *rejected*, *abstained*, *novote*. .. note:: :term:`voting members ` who are not present should be listed as *novote* .. _Meeting Motions: Meeting Motions --------------------- **Navigation:** [:ref:`Meeting view`] > [select agenda item] > **Edit** **Vote** can be edited by clicking on the :term:`vote` cell, changing it, then clicking off the cell. The :term:`agenda item` must be in **Edit** mode for the :term:`vote` to be editable .. note:: votes are initialized as *approved* for :term:`voting members ` who are at the meeting at the time the :term:`motion` was created, and *novote* for those who were not .. image:: images/meeting-motions-view.* :align: center .. image:: images/meeting-motions-edit.* :align: center All Motions -------------------- **Navigation:** Meetings > Motions .. note:: motions can only be edited within the meeting context Additional fields shown in the All Motions view :Meeting: :term:`meeting` at which this motion was created :Date: date for :term:`meeting` that this motion created The view has the following filters: :Date: date range of interest .. image:: images/motions-view.* :align: center .. image:: images/motions-expanded.* :align: center .. _Their Status Report view: Their Status Report view ============================== **Navigation:** Meetings > Meetings > [select meeting] > **Their Status Report** This view is used to enter :term:`RSVP ` or :term:`status reports ` on behalf of a :term:`member`. The view is exactly the same as :ref:`My Status Report view`, with the exception that the header above the table allows the :term:`meeting admin` to choose which :term:`member's ` :term:`status report` to work on. .. image:: images/their-status-report-view.* :align: center See :ref:`My Status Report view` for more details on how to use this view.