Committees Overview

Committees allow for your company to create groups for specific functions within the company.  Committees may serve any purpose within the company.

Each Committee will typically have one or more members, these members may server specific roles within the committee, such as Chairperson or Treasurer.

Committees can have related documents attached to them, either for the committee in general, or attached to specific meetings.

Committee Meetings

Meetings for each committee are managed using the Meetings section.

The Meetings section provides an overview of all upcoming and previous meetings scheduled.

Clicking on a meeting will open the meeting detail view, showing information on the meeting, such as attendees, their responses to any optional or mandatory fields, meeting documents and video conference details.

Removing Attendees

Members who have confirmed attendance to a meeting can be removed using the X icon against their name in the Attending/Attended list.

Members Committees Area

Within the Members Committees area all committees and their members are shown. 

However, each committee can only be accessed by members that have been added to the committee from within the administrative area. In the example below, Werner Alard is part of the Court and Events Committee but not the Charity or Finance committee, only the committees that Werner is part of are shown as a link to access.

This provides a layer of security for the committee and any documents held within it (for example, the Finance committee may store historical financial spreadsheets for reference within the committee).

Shown below is the members view of a committee that they are an active member of.

There are four navigation tabs shown, these can be used to navigate between Upcoming Meetings, Previous Meetings, Important Documents and Members.

Please see details below for each section.

The page defaults to the Upcoming Meetings tab.

Upcoming Meetings

Any scheduled meetings will be shown in this section, it provides the date and time of the meeting, as well as the location if applicable.

Each meeting can be expanded by clicking on the meeting name to view the details of that meeting.

Optional fields such as video conference link and external link will also be shown if added to the meeting.

Any attending members will be listed and the member has the option to confirm or decline attendance to each meeting.

Any meeting specific documents will also be shown, these can be downloaded by the members of the committee.

Optional meetings fields can also be completed, such as if the member will be attending virtually, or attending lunch.

Closed Meetings

Meetings can be optionally closed, either by setting the Meeting Form Status to Closed, or by setting the Close Meeting Form date/time, which will automatically close the meeting form when the date and time has passed.

If either of these conditions are met then the meeting form is locked and no further changes by members can be made, as shown below.

Previous Meetings

Previous meetings are shown which may be useful for reference to members, as well as provide access to any documents added to that meeting.

Each meeting can be expanded by clicking on the meeting name to view the details of that meeting.

Members

A list of current active members is also shown, with links to their public profiles, as well as their role within the committee itself.

Important Documents

Any documents that have been added to the main committee area will be listed here, these can be downloaded by the committee members.

Information

If this field is populated within the Admin Portal then an additional tab will be shown that displays the contents of Information.