Meetings Admin Reference

This page gives a reference to all membertility views which are available to members who have the meeting admin security role.

Action Items view

Action Items can be accessed from Meeting view or from the top level menu. Action Items are normally generated from 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: [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

_images/meeting-action-items-view.png _images/meeting-action-items-edit.png

All Action Items

Navigation: Meetings > Action Items

Additional fields shown in the All Action Items view

Meeting

meeting at which this action item was created

Date

date for 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

_images/action-items-view.png _images/action-items-edit.png

Agenda Headings view

Navigation: Meetings > Agenda Headings

Agenda Headings can be configured to show context for agenda items. An agenda heading must be configured here before being added to the agenda items on Meeting view.

Agenda Heading

text of heading which will appear in the Agenda document or the Minutes document

Positions

(optional) when a discussion item is created for one of these positions, this agenda heading will be used

Note

if multiple agenda headings share a position, the behavior is undefined [#256]

_images/agenda-headings-view.png _images/agenda-headings-edit.png

Invites view

Navigation: Meetings > Invites

Meeting

meeting at which this motion was created

Date

date for meeting that this motion created

Name

name of the member invited to the meeting

Email

email address of the member invited to the meeting

RSVP

the member’s rsvp response when invited to the meeting

Attended

indication of whether the member attended the meeting, yes or no

In person/Virtual

if the meeting includes the option RSVP Required, this shows whether the member plans to or has attended in person or virtual

Invited

generally yes but if the member’s position changed after the initial invite was sent, may be no

The view has the following filters:

Date

date range of interest

Name

name of member

Attended

attendance value of interest

_images/invites-view.png _images/invites-edit.png

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

positions which are configured to have a status report are listed here

Members (last request)

member(s) who hold the position are listed here, along with the date the last request for status report was made to that member. If a date isn’t listed, this means the member was added to a position, but wasn’t sent a meeting invite, which should be a transient condition

Status Report

either entered if someone holding this position entered a status report, or missing if no status report was entered

The view has the following filters:

Status

the status of whether the status report was entered or missing can be selected here

_images/meeting-status-view.png

There is one action button.

Send Reminders

select the row(s) for which a reminder should be sent. The members who hold the selected 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 Meeting view’s Send Invites if Send Reminders hasn’t been used for this meeting

_images/meeting-status-reminders.png

Meeting view

Navigation: Meetings > Meetings > [select meeting] > View Meeting

The meeting view is used to manage the meeting. The following can be done from this view

Edit of an agenda item is inline with the table, with Action Items view and Motions view embedded.

Reorder

the reorder icon (reorder-icon) can be used to grab an agenda item and place it where desired in the agenda order

Title

title of the agenda item, initialized by the invitee who wrote the discussion item, but can be changed

Summary

summary of the agenda item, initialized by the 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 meeting admin wants to record this in the minutes

Agenda Heading

heading under which this agenda item will be shown in the agenda and in the minutes. The Agenda Headings are configured under Agenda Headings view

Hide

if, for some reason, a discussion item recorded by an invitee will not be part of the meeting agenda, set Hide to yes and fill in Reason for Hiding

Reason for Hiding

if Hide is set to yes, the reason the agenda item was hidden should be entered here. The invitee will be able to see this from their 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 Meeting Types view).

Send Invitations

use this to send the initial 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 member can use to RSVP and/or update their 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 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 invitations

Send Discussion Request

use this to send a discussion request for the meeting. A single email is sent to the 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 meeting Organizer, but can be updated if desired

Generate Docs

use this to generate documents associated with the meeting

Note

the 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 agenda, in case changes are made which would affect it. This does not apply to minutes since these are normally generated after the meeting

Send Email

use this to send email to the 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

_images/meeting-all-buttons.png _images/meeting-view.png _images/meeting-send-invites.png _images/meeting-send-discussion-req.png _images/meeting-generate-docs.png _images/meeting-send-email.png _images/meeting-edit.png

Meetings view

Navigation: Meetings > Meetings

This is the main view for managing 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 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 member’s email address. This defaults to the currently logged in member

Invite Tags

members who are associated with these tags through their position will be invited to the meeting

Vote Tags

members who are associated with these tags through their position may vote on motions associated with the meeting

Status Report Tags

members who are associated with these tags through their position will be prompted to provide position status reports

Agenda

this is the link to the agenda document

Status Report

this is the link to the status report document

Minutes

this is the link to the minutes document

In addition to the New, Edit, Delete buttons, there is one additional meeting creation button

Renew

this allows the meeting admin to create a new meeting just like the selected previous meeting, but on a different date

and these navigation buttons

View Meeting

this is the view for the meeting which can be used to prepare the agenda or during the meeting, brings up Meeting view

Meeting Status

this gives status of the meeting, showing missing and entered status reports. This brings up Meeting Status view

Their Status Report

this allows the meeting admin to RSVP and enter status reports on behalf of another member. This brings up Their Status Report view

The view has the following filters:

Meeting Types

meeting types of interest

_images/meetings-view.png _images/meetings-edit.png

Renew allows the meeting admin to select options for renewing the meeting. The defaults for these options are set in Meeting Types view. See Meeting Types view for a description of how these options work

_images/meetings-renew.png

Meeting Types view

Navigation: Meetings > Meeting Types

The Meeting Types view is used to control the behavior of the 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 Meeting view for meetings of this Meeting Type

Meeting Button Options

these control what buttons to show for the Meeting view. See 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 meeting will include an agenda or minutes

  • Send Email - this button should be configured if there will be any need to send email to the 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 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, agenda titles and summaries will be copied from the last meetings’s

  • Copy Agenda Discussion - if checked, agenda titles and discussions from the last meeting will be copied into the new meetings agenda summaries

_images/meeting-types-view.png _images/meeting-types-edit.png

Motion Votes view

Navigation: Meetings > Motion Votes

Motion Votes can be accessed from Meeting view or from the top level menu. Motion votes are normally generated from 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 voting member who made this vote

Vote

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

Meeting Motion Votes

Navigation: [Meeting view] > [select agenda item] > Edit

See Meeting Motions for details.

All Motion Votes

Navigation: Meetings > Motion Votes

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Motions view

Motions can be accessed from Meeting view or from the top level menu. Motions are normally generated from 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 voting members

Seconder

the person who seconds the motion. This must be one of the voting members

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.

Note

voting members who are not present should be listed as novote

Meeting Motions

Navigation: [Meeting view] > [select agenda item] > Edit

Vote can be edited by clicking on the vote cell, changing it, then clicking off the cell. The agenda item must be in Edit mode for the vote to be editable

Note

votes are initialized as approved for voting members who are at the meeting at the time the motion was created, and novote for those who were not

_images/meeting-motions-view.png _images/meeting-motions-edit.png

All Motions

Navigation: Meetings > Motions

Note

motions can only be edited within the meeting context

Additional fields shown in the All Motions view

Meeting

meeting at which this motion was created

Date

date for meeting that this motion created

The view has the following filters:

Date

date range of interest

_images/motions-view.png _images/motions-expanded.png

Their Status Report view

Navigation: Meetings > Meetings > [select meeting] > Their Status Report

This view is used to enter RSVP or status reports on behalf of a member. The view is exactly the same as My Status Report view, with the exception that the header above the table allows the meeting admin to choose which member’s status report to work on.

_images/their-status-report-view.png

See My Status Report view for more details on how to use this view.