Members can only create or edit meetings if they are acting under a collaborator status or are a group owner.
Creating a Meeting
Click on “Meetings” on the left side of your screen. Select “Add Meeting” in the top right.
Fill in the necessary details and click "Save and continue."
You can then edit any meeting information, build an agenda, create a follow-up meeting, add polls, upload documents, assign tasks, update members, or add a comment.
Documents that are not in the agenda are called Supplemental Documents, and they can be uploaded below the Agenda section on the meeting page.
Remember to publish the meeting when it is ready for others to view. To do that, click "Publish Full Meeting" on the right side of your screen. This option will schedule the meeting and start collecting RSVPs. It will also allow meeting members to view the agenda, documents, and any other information you have uploaded to the meeting. In the pop up window, you can add a message to send to invitees in the notification email they will receive.
To add the meeting to members' calendars, but continue editing meeting information, you can click "Publish Calendar Only." This option should be used when you have selected the date for the meeting, but the agenda and additional materials are not ready to be shared. Selecting "Publish Calendar only" will send out the date to your invitees to RSVP and save the date on their calendars.
You can create Multi-Day Meetings in Boardable from the primary "Create a Meeting" tab on the New Meeting page. Multi-Day Meetings are great for multi-day retreats, conferences, or general board meetings that will span more than one calendar day.
To create a Multi-Day Meeting, you will click the "Create multi-day meeting" link to add a new date and timeslot for the meeting you are creating.
Each time you click "Create multi-day meeting," a new date and time slot will be added.
So, for example, if you wanted to create a 3-day Board Retreat, you could have a set up that looks like the following:
When your multiple dates and times are inputted, you will continue with entering the rest of your meeting details.
The title, location, description, and invitees will apply to each day of the multi-day event.
After you publish the multi-day meeting, each date will be added to invitees calendars. When your users receive the notice they will RSVP to the multi-day meeting once. You will also have the option to build one agenda - not a separate agenda for each day.
Note: If you want to create just a normal single date and time meeting, you will input the date and time as normal and move on to the rest of your meeting details without choosing the "Create a multi-day meeting" option.
Recurring Meetings in Boardable allow you to set up meetings that repeat regularly in your organization.
For example, if you wanted to create a "Marketing Committee Update" meeting that takes place every other Monday, you would input the following settings in Boardable underneath the "Recurring Meetings" tab on the New Meeting page:
The Starting Date is important to set first because it is what determines the day or date of the week that will be adjusted in the "Repeats:" section. So, in the example above, I selected a Monday in February 2020 and was then able to choose the option to repeat that meeting on Every 2nd week on Monday.
For the "Until:" section, if you want this meeting to repeat through the end of the year, you would chose the last date of 2020.
The Publish Calendar option is the option to publish the date, time, and location of the meeting. It will not fully publish the meeting with the agenda and details but serves as a placeholder invite to your members/invitees. In this example, I did not choose the Publish Calendar option, so the recurring meetings in the series will each be created as Unpublished Meetings, and invitees will not receive any notifications or invites yet.
As another example, let's say you want to create a Quarterly Board Meeting to recur on the first Monday of the month immediately following the conclusion of a previous quarter.
You would set the Starting Date to the first Monday of April 2020, which is the Monday following the first quarter of the calendar year. With the Starting Date set, you are able to choose your Repeats: option of Every 3rd month from this original Starting Date, and on the first Monday of each of those months. Remember that "the first Monday" is pulling Monday as my option for when this will repeat based on my Starting Date.
If you want this to continue for 4 full quarterly meetings, you would set it to continue through the beginning of 2020 and, in this instance, I do want to Publish Calendar to send invites and information to my invitees.
Note: If you need to Delete (Cancel) a series of Recurring Meetings, it will need to be done one at a time. This allows you the flexibility to delete just one meeting in a recurring series but is something to be aware of when creating meetings.
Scheduling a Meeting Around Invitee Availability
The Scheduler allows a meeting organizer to offer multiple meeting times to invited meeting members, collect availability, and then select a meeting date that works best for the group.
To use the Scheduler, open an existing meeting and select "Edit Meeting Info" and select "Use the Scheduler," or create a new meeting and select "Find a Meeting Date" at the top.
Add the dates and times you would like the meeting members to choose from.
Fill in the remaining basic meeting details and save.
To request that meeting members select their availability, you will need to select either "Publish Calendar Only" or "Publish Full Meeting" and opt to send notifications. Meeting members will receive an email letting them know there is a new meeting they need to select availability for. They can select their availability from the email, their Boardable dashboard, or the meeting page.
To view meeting members' availability, go to the right-hand menu on the meeting page and select "View Scheduler Responses."
Profile pictures will appear next to the date(s) users checked availability for. Select the preferred date to set for the meeting and save.
After the date is set, the meeting will act as a traditional meeting in Boardable. All meeting invitees will now be able to RSVP, add comments, and view documents if the meeting has been fully published.
Inviting Members to Meetings
When inviting users to a meeting, you can select multiple groups from the "Assign to Groups" section of the meeting, and remove individuals by clicking the red "x" next to their name in the "People" section of the meeting. You can also assign individuals, or even add guests. Guests can only receive email notifications, and will do so only if a user clicks "send meeting message" or "meeting summary."
Deleting Published Recurring Meetings in a Series
Recurring meetings can be deleted from today's date and all future meetings.
- Select the meeting you want to delete in a series
- All future recurring meetings will be deleted
- Click "Recurring Meeting Settings"
- Click on the "trash" button
- you will see this pop up window showing all the meetings you will be deleting.
- Next, click "delete"
To cancel a meeting, go into the group you are an owner of, and select the Meeting you would like to cancel.
Select "Edit Meeting Info" on the right hand side of your screen.
Select "Cancel Meeting."
Choose whether or not to notify users and confirm the cancellation.
Creating a Follow-up Meeting
To create a follow-up meeting select the meeting for which you would like to create a follow-up meeting.
On the right hand side of the screen select "Create Follow Up Meeting."
Select whether you want to copy over the agenda from the previous meeting.
Pick a new date and time and click "Save."
The new follow-up meeting will display the tasks, minutes, and agenda from the previous meeting.
Sending a Meeting Summary
To send a Meeting Summary, make sure your agenda has been built and meeting minutes have been made. To learn how to create meeting minutes, check out our help articles about Minutes for Members and Agendas for Members. (Meeting Minutes article link)
Once a meeting's minutes are published, go back to the meeting itself.
Select "Meeting Summary," and customize the Meeting Summary by choosing what to send from the following;
- Cover Page
After you select what to include in your Meeting Summary select open to view the Summary.
When you are satisfied, edit the email subject, and choose whether to write a message, and click "Send."
Reminding Users to RSVP for a Meeting
To remind your fellow users to RSVP you must be an Administrator, Meeting Collaborator, or Group Owner.
Open the meeting which you would like to remind users to RSVP too, and on the right side of the screen, you will see the option to "Send Message to Meeting Members." Here you can create a message to send to every individual who was invited to the meeting, or you can toggle the option to send the message to "Members who have not RSVP'd."
Updating an RSVP for a Meeting
In addition to a user updating their own RSVP, Administrators, meeting Collaborators and Group Owners can update RSVP's in the Meeting Center.
To update an RSVP, go into the meeting where the RSVP change needs to occur. Scroll to the "People" section of the meeting, and select the RSVP you would like to update. Then, select your change, and it will be automatically saved.
Administrators, Group Owners, and Collaborators can take attendance during or after a meeting by clicking on the gray checkmark next to each meeting member's name. The checkmark will turn green to signify that person attended the meeting.
Note: Only users with Administrator permissions are able to see all of an organization's meetings - Members or Observers will only be able to see Past meetings they were invited to, Published Meetings they are invited to, or Unpublished meetings that they have created themselves.