Manage your meetings
The Meetings area allows you to view all, active, and bookmarked meetings. You can also create meetings from here.
You can see the date of each meeting and the current status of the meeting tasks: preparation of the agenda, board book, and minutes. You can also see which meetings have not been published yet.
Create a meeting
Go to Meetings and select Create meeting.
Add the meeting name. The meeting name cannot exceed 200 characters.
Select the meeting type. You can select from: Hybrid, In-person, or Online.
Select the group you want to invite to the meeting. Find out how to add a group.
Once you have selected a group, you will have the option to Add participants if you want to add others that are not in the selected group.
Set the date, start time, and end time of the meeting.
The date can be any time in the future, including today.
The start time and end times are selectable in 30-minute intervals but you can type a different time.
5. You can add to your Microsoft Outlook or Google calendar all the data for the meeting you are creating. Read more about it in integrations.
6. If this is a video conference or hybrid meeting, connect your Zoom or Teams account and we'll add conferencing links to the meeting for you. To add a link to other conferencing software, paste the url in the Video conferencing link box.
See the Integrations article for information on how to activate integrations with Zoom and Teams.
If you have already activated integration with Zoom or Teams, click on the Video conferencing link field and select the one you want to use
7. In the Add location box, start typing the address of the physical location of the meeting. Suggestions will appear for you.
8. Optionally, you can Add description with additional important information for the participants.
9. The preview of the invitation email is shown to the right of the screen. You can't amend the email itself but you can change the meeting details if something doesn't look right.
10. Select one of the following:
Save as draft to save the meeting without sending the invitation.
Publish meeting to save the meeting and send the invitations (with an .ics file).
Upon publishing, you will see the Send invitations modal. This will allow you to update participants' calendars by sending an invitation.
When you send an invitation, attendees will receive an email and can also confirm the meeting directly from their chosen calendar. It will be visible straight away and will update automatically if the meeting changes.
Attendees can see who has been invited to the meeting but they can't view whether they have accepted or declined.
An ICS file is a calendar file saved in a universal calendar format used by several email and calendar programs, including Microsoft Outlook, Google Calendar, and Apple Calendar. Find out more about the iCalendar format on Wikipedia.
Edit a meeting
Go to Meetings and locate the meeting you want to edit.
On the three dots menu, select Edit.
You can change the following details:
Meeting name
Group
Add more participants
Date
Start time
End time
Video conferencing link
Location
Information for participants
Notes
The meeting name can't exceed 200 characters.
The start date can be any time in the future, including today.
The start and end times are selectable in 30-minute intervals but you can type a different time.
4. Select Save changes.
5. If the meeting is still a draft, select Save — your changes are saved without sending invitations, and participants are not notified.
6. If the meeting has already been published, select Save, you will see the Update participants calendars modal. Here you can enter a message to let participants know what's changed and select Send update. The participants are notified via email. You can also elect to save without sending, but this risks users missing vital changes as their calendars will not be updated.
To change a meeting name, once you've clicked Edit meeting from the three dot menu, click on the name in the top left and edit. Click Save changes once you're ready.
Delete a meeting
There are a number of ways to delete a meeting:
From the meeting list
From the meeting
Delete from the meeting list
Go to Meetings and locate the meeting you want to delete.
On the three dots menu, select Delete.
A confirmation message is displayed. Select Delete meeting again.
The meeting is deleted.
Delete within the meeting
Go to Meetings and open the meeting you want to delete.
In the bottom right select Delete meeting.
A confirmation message is displayed. Select Delete meeting again.
The meeting is deleted.
Meeting time zones
To properly notify and conduct meetings with your colleagues from other time zones, we are pleased to announce that we are introducing time zone functionality to the Ideals Board.
You can set the time zone you want when you create an meeting. To do this:
Start creating a meeting
Select your desired name, group, meeting date, start and end of meeting
Click to select the time zone:
In the window that opens, select the time zone you need. You can also search by city or country, we only list cities that correspond to timezones.
You can also modify a time zone when editing previously created meeting, which will trigger sending the invitations again. The mechanism for doing so is the same as when creating an meeting.
Please note, when you duplicate meetings - the time zone will also be copied.
Also, when users are notified of an upcoming meeting, they will also be notified of which time zone has been selected:
By setting the time zone once for a new meeting, all new meetings you create for the same group will default to the same time zone.
Meeting Duplication from the Meeting List
Go to Meetings
Select the meeting you want to duplicate and click on the three-dot button
Click on Duplicate meeting button
The window for creating a meeting will open with all the data already available in the meeting you have decided to duplicate. You can create a new meeting based on a duplicate meeting in the same way you create a regular meeting.
The agenda for this meeting will also be duplicated along with the meeting itself
All data about agenda items other than documents will be duplicated
Meeting Duplication from the Meeting
You can also duplicate a meeting you are working on directly from it. To do this:
1. Click on the three-dot button while in the meeting:
2. Click on the Duplicate meeting button
3. The next steps will be the same as when duplicating a meeting from a Meeting List.