Meetings#

Opening Meetings#

Go to Governance → Meetings in the left sidebar. You need the Governance access permission to open the module.

The meetings list#

Meetings are grouped under two headings:

• Upcoming — meetings that are still Scheduled or In Progress.
• Past — meetings that are Completed or Cancelled.

Within each heading, meetings are grouped by day — Today, Tomorrow, Yesterday, then by how many days away they are, ending with Earlier for anything further out.

Each row shows the time and date, the meeting title, its category, the attendees, how many action items are done out of the total, and a status badge.

At the top of the page, four cards summarise your active meetings: the total, plus counts of In Progress, Scheduled, and Completed. Archived meetings are not counted in these cards.

The page header carries the buttons for creating and organising meetings — New Meeting, Manage Templates, and Manage Series (for recurring meetings) — and the list itself sits below the summary cards, the Active / Archived tabs, and the filter row. When nothing matches, the list simply reads No meetings found.

To open a meeting, click its row — that is where its agenda, minutes, attendees, action items, and issues live.

Active and Archived tabs#

The list has two tabs, each showing a count:

• Active — your working list of meetings.
• Archived — meetings that have been put away.

Archiving a meeting#

Archiving tidies a meeting out of your way without deleting anything. It is the right choice for a meeting that is over and done with — and especially for a meeting that was never formally ended, which would otherwise sit in the Upcoming list indefinitely.

To archive a meeting, open it from the list and click Archive. You are returned to the meetings list, where the meeting has moved to the Archived tab.

You can archive a meeting whatever its status — including one still marked Scheduled or In Progress. Archiving does not change the meeting's status: a meeting that was In Progress when you archived it is still In Progress when you look at it in the Archived tab.

When a meeting is archived:

• It leaves the Active tab and appears under Archived.
• It stops being counted in the four summary cards.
• It disappears from the Calendar.
• Everything inside it — agenda, minutes, attendees, action items, issues — is kept, and stays readable.

Restoring an archived meeting#

Open the Archived tab. Archived meetings appear in a muted style, each with a Restore button on the right of its row. Click it and the meeting returns to the Active tab immediately.

You can also open an archived meeting and click Restore in its header.

Deleting a meeting#

Deleting is deliberately harder to reach than archiving, because it cannot be undone from the app.

A meeting must be archived before it can be deleted, and only a super admin can delete it. So the order is always:

1. Archive the meeting.
2. Open it from the Archived tab.
3. Click Delete and confirm.

If you try to delete a meeting that has not been archived, the app refuses and tells you to archive it first. If you are not a super admin, you will not see a Delete button at all on an archived meeting.

Once deleted, a meeting is gone from both the Active and Archived tabs.

Creating a Meeting#

Press New Meeting in the page header. A dialog schedules the meeting; you can start from a saved template or from a blank form.

Schedule Meeting saves it and opens its page. When the dialog was opened from a series, a Part of: … note shows that the meeting joins that series.

Save as Template, at the bottom of the dialog, stores the current title, category, agenda, location and participants (not the date) under a Template name and optional description so you can reuse the setup later.

Meeting Series#

A series is a recurring meeting — a weekly sync, a monthly review. It keeps the default agenda, participants and carry-over rules, and each occurrence picks up what was left open by the one before. Open it with Manage Series in the Meetings header.

Each series card shows how many meetings were held, the open actions and open issues still carried, the next and last meeting (click either to open it), the default agenda and participant count, and a Meeting history of past occurrences (a skipped occurrence is marked Skipped).

1. Create a series

   Press New Series.

   Series name*

   For example Weekly Leadership Sync.

   Cadence

   Weekly, Every 2 weeks, Monthly, Custom or One-off. It is used to suggest the date of the next meeting.

   Category

   The category every occurrence gets.

   Default duration (minutes)

   The usual length of one meeting.

   Default participants

   Who is invited to every occurrence.

   Default agenda*

   The standing agenda items, each with minutes. At least one is required.
2. Set the carry-over policy

   On each series card, Carry-over policy has four switches; click one to turn it on or off. They apply to every new meeting in that series.

   Switch	When on
   Apply default agenda	A new meeting starts with the series' default agenda items.
   Carry unfinished topics	Agenda items not completed last time are added to the next meeting, with their notes.
   Move open action items	Open action items from the previous meeting are moved to the next one so they stay visible until done.
   Move open issues	Unresolved issues from the previous meeting move to the next one.

3. Schedule the next occurrence

   Schedule Next opens a small dialog: pick the When (suggested from the cadence) and an optional Location. The title, category, agenda and participants come from the series, and open items carry over according to the policy above. The same prompt appears when you end a series meeting.

Meeting Templates#

Templates are one-off setups you reuse — an agenda, a participant list and a category saved once. Open them with Manage Templates in the Meetings header. Each template card lists its default agenda and participant count and has two buttons: Use Template (opens the New Meeting dialog already filled in) and a delete button that asks for confirmation (This cannot be undone). New templates are created from the New Meeting dialog with Save as Template; with none saved the page says No meeting templates yet.

Meeting Detail#

Click a meeting in the list to open its page. The header shows the status badge and the buttons that fit the meeting's status:

• Scheduled — Reschedule (move it to another date and time; only a scheduled meeting can be moved) and Start Meeting, which opens the live session.
• In Progress — Join Live Session.
• Completed — Upload Minutes.
• Always — View in Calendar (opens the Calendar on that day), plus Archive, Restore and Delete as described above.

The page then lays the meeting out in cards:

• When, Category, Location and, for a series meeting, Part of: ….
• From previous meetings — the open action items and open issues carried over from the last meeting in the series. Click an action item to open its task.
• Summary — the minutes summary (see below).
• Agenda — the topics with their minutes. A topic that keeps getting skipped is flagged, for example Not discussed last week or Not discussed for 3 weeks.
• Action Items (with a done count) and Issues (open and resolved), Notes taken during the meeting, the Participants, and an Outcomes tally: action items created and still open, issues raised and still open.

Live Session#

The live session is the screen the group works in during the meeting. It opens when the host presses Start Meeting, and anyone invited can enter with Join Live Session (people who are not participants cannot).

How It Connects#