Meetings Member Guide

This document gives guidance on the meeting work flow for members.

Meeting Invitation and Status Report Request

When you are invited to a meeting, you will receive an email with the invitation, worded something like this.

You have been invited to the <meeting> on <date and time>.

Location / URL

<location>

Please RSVP and update your status report by clicking here.

Your outstanding action items are listed below. You can update the action item status by clicking here.

Action Item	Status
action 1	open
new action item	open
test action item	inprogress

You can see that there are two links in the email, each under the word “here” in different paragraphs.

The first link brings you to the My Status Report view for this meeting. The My Status Report view allows you to rsvp to the meeting, and to enter your status report(s).

The second link brings you to your My Action Items view. The My Action Items view allows you to update status and provide comments for any action items you’ve been assigned.

Warning

The links in this email are constructed specifically for you, for this meeting. Please do not forward this email to anyone else as it would give them access to your account without needing your password.

My Meetings view

Navigation: Meetings > My Meetings

The My Meetings view can be used to see a summary of meetings you were invited to, or to navigate to the My Status Report view for a particular meeting.

This view shows your RSVP response, whether you attended, and gives links to any reports which have been generated about the meeting.

To navigate to the My Status Report view, where you can RSVP and/or enter your status reports,

• on the row with the meeting you want to RSVP and/or enter your status report, click the view button ()

My Status Report view

Navigation: Meetings > My Meetings > [select meeting] > My Status Report (or via the link in the emailed invitation)

You will see a table similar to the following, with a button for your RSVP and a row for each of your position based status reports.

If the RSVP button is orange-red, that means the RSVP hasn’t been indicated.

If the edit icon on a row is orange-red (), that means the status report hasn’t been entered.

Important

• to view a status report, click on to expand, to collapse

• to edit a status report, click on

• if the edit button is displayed as this means the status report has been entered – it can still be edited, though

RSVP for the meeting

First you need to record whether you plan to come to the meeting or not

• click the RSVP button

This opens a form for your RSVP:

• next to RSVP select your response, one of attending, not attending

• if you chose attending, you need to pick whether you will be attending in person or virtual

  Note

  if the meeting only allows in person or only allows virtual, only that option will be shown

• click Save

Update your status report(s)

Now you can enter your status report(s).

• on the row for the status report you want to enter, click the edit button ( or )

This opens an Edit form for this status report:

• enter your status for this position

• click Save

Note

Status reports are by position. So if there are more than one member in the same position, they will see the same status report for that position. If one member edits the report the other member(s) will be able to see those edits when they open the position row.

So if the position is shared, there needs to be coordination for producing the status report.

Optionally add discussion items for the meeting

If a topic needs to be discussed at the meeting, a discussion item must be created. This adds the topic to the meeting agenda.

• click for the status report you want to enter a discussion item about

This opens an Edit form for this status report:

• under Discussion Items, click New

This opens a Create form for the discussion item:

• fill in a concise, descriptive title under Discussion Title

• use Discussion Details to give more details of what the discussion is about, what decisions might be taken, options, etc.

• click Create

You can edit the discussion item up until the meeting.

• click for the status report which holds the discussion item

• under Discussion Items, select the discussion item to be edited

• under Discussion Items, click Edit

• make the desired edits to Discussion Details

• click Save

Note

The meeting agenda item is created when you click Create for the discussion item. While you can edit the Discussion Details up until the start of the meeting, there’s no way for you to update the title used in the meeting for the agenda item. However, your updates to the Discussion Title will be saved in the Status Report document.

Optionally create ad hoc status for areas not covered by one of your positions

Occasionally, there might be a need to create a status report or discussion item which doesn’t neatly fit under one of your assigned positions.

• above the Status Report table, click New

If you have one or more empty position status reports, you will be shown the following challenge:

Assuming you really do mean to create an ad hoc report, click Continue. But if you mean to create a report for one of your assigned positions, click Cancel and then follow the directions at Update your status report(s).

If all of your assigned positions reports have been filled in, or if you click Continue at the challenge, you will see a form to add an ad hoc status report:

• give the report a clear, concise Status Report Title

• put details into the Status Report field

• click Create

If an item about this report needs to be added to the meeting agenda, create a discussion item.

• click for the new ad hoc status report you just created

• add the discussion item as described in Optionally add discussion items for the meeting

RSVP view

Navigation: Meetings > My Meetings > [select meeting] > My Status Report (or via the link in the emailed invitation)

This view is for meetings which require an rsvp but do not have status reports

• next to RSVP select your response, one of attending, not attending

• click Submit

My Action Items view

Navigation: Meetings > My Action Items (or via the link in the emailed invitation)

To see what action items you have outstanding, or update the status or progress for any of these, you can use the My Action Items view. (Normally, action items are written more clearly than what you see here, but of course these are what was being used for system testing.)

As you can see, the table shows when the action item was first created, what the action is, the current status (open, inprogress, closed), when it was last updated and who made the last update.

You can see more details and make updates by opening the Edit form.

• select an action item

• click Edit

This opens the Edit form for the action item:

Here you can see the agenda item under which the action item was created, which might give you additional context of what is needed. You can also change the Status and make updates to the Progress / Resolution field.

• update the Status to inprogress or closed if appropriate

• add information about your progress, or how this was resolved to the top of Progress / Resolution

• click Update

Note

If Progress / Resolution has been updated multiple times, it makes sense to add the date of each update, with the latest update being at the top.

Action Items view

This view can be used to see all of the Action Items in the system. (Normally action items are written more clearly than what you see here, but of course these are what was being used for system testing.)

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

Hint

click on to expand (see more fields), to collapse

Motions view

Navigation: Meetings > Motions

The Motions view can be used to view Motions which have been made, and their result. Approved motions are formal decisions which have been made. (Normally motions are written more clearly than what you see here, but of course these are what was being used for system testing.)

Motion

text of the motion

Mover

the person who made the motion

Seconder

the person who seconded the motion

Status

the result of the motion vote, one of open, tabled, approved, rejected. The Status should not be left open after the meeting

Vote

vote talley for each voting member, one of approved, rejected, abstained, novote.

Hint

click on to expand (see more fields), to collapse