Meeting groups

Each meeting is organized based on a meeting group and a meeting template. Each user can access meetings and related meeting materials based on their membership and permission settings for a meeting group.

The Meeting groups section in Settings includes a list of all currently available meeting groups for your organization. You can create, edit and delete meeting groups.

1. Select the Settings icon on the Navigation Bar of your home page, then select Meeting groups. The Meeting groups page displays.

2. To view more information about a meeting group, select the relevant meeting group name.

Create a meeting group

You can create a new meeting group in Community, provided your organization has unused meeting groups in their subscription.

1. Select Settings on the Navigation Bar, then select Meeting groups. The Meeting groups page displays. Select +New Meeting Group.

   Note

   If you don’t see the +New Meeting Group button, it means that your organization may have used up the number of meeting groups available for their subscription. For further assistance, contact your System Administrator or the Community Support team at 866-877-1172.

2. The Edit meeting group page displays. Enter the meeting group name in the Group name field.

3. Choose the relevant meeting template on the Select meeting template dropdown menu.

4. To add the meeting template to the meeting group, select +Add Meeting Template.

5. To remove a meeting template, select the remove icon.

6. View the list of users on the Select user dropdown menu.

7. To add the user to the meeting group, select +Add Person.

8. To assign a role to the user, select the checkbox to the right of the user’s name in the relevant role column, for example, Member.

9. To remove a user from the meeting group, select the remove icon.

10. To save your changes, select Save.

Edit a meeting group

You can edit an existing meeting group in Community. For example, you can update a meeting group name and the meeting template for the meeting group. You can also add and remove users or assign a meeting group role to the users.

1. To open a meeting group and view more details, select the relevant meeting group name.

2. Select the meeting group that you wish to edit on the Group Name dropdown menu.

3. Select the meeting template that you wish to edit on the Select meeting templates dropdown menu.

4. Select Add Meeting Template to add the meeting template to the meeting group. You can add multiple meeting templates to a meeting group. For example, a Board meeting group can have Regular, Special, or Workshop meeting templates. To add multiple meeting templates, repeat the steps above.

   Note

   Roll call and Voting settings are shared across all current and future meetings that are created from a meeting template. So, if a group role is assigned to different users in different meetings, or if you have different voting options in different meetings, you need to have a new meeting group and associated meeting templates for each meeting.

5. To remove a meeting template, select the remove icon.

6. To manage users in a meeting group, use the Select user dropdown menu to find the user you wish to edit.

7. To add a user to the meeting group, select Add Person.

8. Each user in a meeting group needs to also have a meeting group role assigned to them. To assign a role to the user, select the relevant checkbox in the following columns for the user: Member, Staff, Admin, Voting member, Tie breaker. You can also set to show the user on the Public site in the Show on public site column.

   Meeting group roles:

   • Member: Has access to private and member-only content, including member-only briefing notes, executive or closed member-only sessions, and confidential, member-only attachments. A member can manage the visibility of their own Profile and can choose to show their Profile on the Public site or in other meeting groups to which the member is otherwise not assigned.

   • Staff: Creates agenda items to be submitted to meetings.

   • Admin: Creates the meeting packets using the related Meeting templates, agendas, and minutes.

   • Voting member: Can vote as a member.

   • Tie breaker: A designated member who only votes if there is a tie after all voting members have cast their votes. If a voting member changes their vote, and, as a result, the tie no longer occurs, the tie-breaker’s voting option disappears.

9. To remove a user, select the remove icon.

10. To save your changes, select Save.

Delete a meeting group

You can delete a meeting group that is out of date or no longer used by members.

1. To open a meeting group and view more information, select the meeting group name.

2. To delete it, select options on the top right, then select Delete. A confirmation dialog displays.

   Note

   If the meeting group contains one or more meeting templates, you need to first move the meeting templates to a new meeting group, so you do not lose access to the templates.

3. On the Select meeting group dropdown menu, select the relevant meeting group from the list.

4. To proceed, select Delete and Move.

Reorder users in a meeting group

You can change the order of members in a meeting group, and that will apply the same order to the roll call, voting, the Public site, and all other places where the list of members appears.

1. Go to an existing meeting group that has members associated to it.

2. Scroll down to the member list.

3. Select the drag handle on the left side of the member name.

4. Drag and drop the name in the order you want it to appear.

5. Do this for all names in the meeting group.
   The order is automatically saved.