Creating a Committee Meeting

To create a committee meeting, select the Committees section from the sidebar.

A list of committees will be shown.

Select the committee that you wish to add a committee meeting for, this will show the details page for the committee.

Select the Meetings tab, this will show any meetings, either upcoming or past, for that committee.

Press the Add Meeting button at the top right to create a new committee meeting, this will open a form that can be completed.

Description and Purpose

This is typically the name of the meeting, or the intended purpose of the meeting. This is required to be added.

Meeting Notes

Optional, the Meeting Notes text box provides a rich-text editor for formatting such as adding in links, lists etc.

Meeting Form Status

This can be set to either Open or Closed.

To allow members to confirm attendance and complete any metafields set the status to Open.

To stop members from making further changes set the status to Closed.

NOTE: This status is overridden by the Close Meeting Form date/time option if that date and time has passed.

Calendar

Select an appropriate calendar for the meeting. This is required to be added.

Start Date and Time and End Date and Time

Add the respective start and end date and times for the meeting. These are required to be added.

Close Meeting Form

An optional date and time can be added to the Close Meeting Form field, this is used to close the Members Area meeting form from further changes once the date and time has passed.

This is useful if you wish to stop members from updating their responses a certain amount of time before a meeting, eg so that final numbers for lunches etc can be taken.

If the Close Meeting Form date/time is set, this overrides the Meeting Form Status, such that the Meeting Form Status can be Open, but once the Close Meeting Form date/time has passed the form is locked.

The advantage of the Close Meeting Form is that it can be set when the meeting is created and automatically updates the Members Area meeting form, rather than remembering to manually close the meeting.

Closed Meeting Message

An optional Closed Meeting Message can be added, so that when either the Close Date/Time has passed, or the Meeting Form Status is set to Closed then the text is displayed.

If a Closed Meeting Message is not added then the default system message is displayed to state that the meeting form is closed.

The Closed Meeting Message text box provides a rich-text editor for formatting such as adding in links, lists etc.

Virtual Meeting

If the meeting is to take place virtually then a button can be created that contains the meeting link.

Options for adding Zoom, Microsoft Teams or a Google Meet link are provided.

Select the required meeting platform, then add the full meeting link.

External Link

If an external link is required then an optional link can be added to a meeting. This allows for members to access the external website.

A button can be created that contains the link, and a title on the button.

External Link Title

• A title for the button should be entered here.

External Link URL

• The full external website link should be added here, including the https:// section of the URL.

Address

If the meeting is to be held at a physical location, then the address should be entered in this section.

Optional Meeting Fields (Metafields)

Example Metadata

Please see the Example Committee Meeting Metafields article for examples.

If additional information is required, such as if a member will be attending lunch or in person, then fields can be created to capture this information.

Choosing a metafield "type" of select or radio will mean that that metafield is a required field, which the member must complete to be able to confirm attendance.

Field Name

• The field name is what is shown to a member within the meeting details in Committee.
• This can be a few words or a short sentence to describe what the field is requesting.
• For example, if the metafield is being used to ask a member if they are attending lunch then a suitable label would be Attending Lunch? or Are you attending lunch?
• It is important that for metafields that are a checkbox (to indicate confirmation) that your label is not ambiguous in what it is asking and clearly indicate whether the response should be a true or false value.

Type

There are four types which can be used, two types will generate a required response from the member, whilst the other two are optional response types.

Required Types

• A select type, which multiple options can be added. By using a select type a response is required by the member before they can confirm attendance.
  • See the Badges section below for example responses that will show a badge icon
    
    
• A radio type, which gives the ability to add two or more possible responses. By using a radio type a response is required by the member before they can confirm attendance.

Optional Types

• Text, which a member can write their own response to the query. For example, your metafield may ask if they have any dietary or seating requirements, for which a checkbox is unsuitable.
  • NOTE: If the word Dietary is added to the text field name, then the system will automatically retrieve the members saved dietary requirements in to the response field.
    
    
• A checkbox that indicates a true or false response, which is either ticked or unticked by the member. This is useful for simple confirmations to your metafield query.

An example Meeting form for the Members Area is shown below:

Completed:

Badges

Badges may be shown against a member if the following metafield keywords are used.

NOTE: Badges will be coloured based on your client configuration.

• In person
  
• lunch required
  
• Virtual
  

Once a member has submitted their response(s), a summary will be shown at the bottom of the meeting to display the responses they entered, as shown below:

The completed new meeting form is shown below:

Once completed press the Submit button to save the new meeting.

Meeting specific documents can also be added to the meeting, these will be shown within the meeting in the Members Area

To edit a meeting, press the Edit Meeting button to access the meeting form, details can be updated from this page.