Meeting templates

Each meeting is organized based on a meeting group and one or more meeting templates. The meeting template is a subset of a meeting group and is important to the structure of a meeting. It holds the meeting details, the agenda, and the meeting minutes.

Meeting templates for your organization are created during implementation, with help from the Diligent One Customer Support team. The Meeting templates section in Settings includes a list of current meeting templates.

Select the Settings icon on the Navigation Bar, then select Meeting templates. The Meeting templates page displays the available meeting templates.
Meeting templates are organized by name, meeting group, location, and time.
Select the options icon on the right of a meeting template to duplicate or delete the template.

Create or edit a meeting template

Each meeting template contains preset meeting details, agenda parts, and the related minutes page. Users can edit meeting template they are Board admins on. User Admin can also create a new meeting template from an existing template by editing the relevant section and saving the template with a new name.

To edit a meeting template, select the relevant meeting template name.
To create a new template, select Duplicate in Options. A meeting template copy is added to the list. Select copy to start the edit.

Meeting template: Meeting Details

The Meeting template edit page holds three tabs: Meeting Details, Agenda, and Minutes.

In Meeting Details, you can edit the following fields:
- Meeting group: Change the meeting group to which the template is assigned. You can also access the current meeting group page by selecting the link icon next to the Meeting group field.
- Name: Change the name of the template.
- Hour, Minutes, Period: Edit the exact meeting time for the template.
- Duration: Edit the length of the meeting time for the template.
- Location: Edit the location of the meeting for the template.
In Security, set the Members only meeting toggle to be on or off. If you select the member-only option, you can’t publish on the Public site the meetings that you create with this template, and you can’t add public attachments.

Note

When you change the selection on this toggle, changes will take effect for upcoming meetings only. The settings that were in use for previous meetings do not get updated retroactively. For example, you can’t unpublish meetings and attachments on the Public site when you set the meeting template to be member-only. Content that was published or attached publicly will remain public.
Turn on or off Public request to speak. For example, if you choose the off setting, you hide the Public request to speak option on the public site for the meeting type.
In Archived, select the Archived Meeting Template checkbox to archive the meeting template. This setting disables the ability to add new meetings using this template, but keeps the public meetings available.
In Public site, if the meeting is public, enter a short description of the meeting that will be published. You can view the description for the most recent meeting on the Public site by selecting the link icon next to the Description Text box.
To save your changes, select Save.

Meeting template: Agenda

The meeting template Agenda section is like the Agenda Builder in Community. It holds the same parts of the agenda, and you can organize agenda items the same way as on the Agenda Builder.

Note

For step-by-step instructions on how to perform each agenda edit, refer to the relevant section in the Agenda Builder.

Duplicate, move up or down, or delete items.
Add standing agenda items to the agenda, or add section, subheading, or recommended action to agenda items.
Add Standing Members briefing notes. The notes you add here will show on each meeting agenda that you create with the meeting template.
Set section to member-only or turn section to consent section or public comment.
Use the toolbar at the top of the page to format text.
Select the placeholder icon on the toolbar to choose and insert placeholders in the header like meeting date, meeting name, meeting template name, organization name, meeting date and location, or the date the meeting was revised or published.
Your changes are saved automatically.

Meeting template: Minutes

The meeting template Minutes section is related to the meeting template Agenda. It displays the agenda parts, items, and sections.

You have the following options to edit Minutes on a meeting template:

Select the roll call icon on the toolbar to insert the roll call in the minutes.
Select the placeholder icon on the toolbar to insert placeholders in the header of the minutes about date, time, and so on.
Select the header or footer to add or edit header or footer content.
Agenda parts, items, or sections: You cannot edit these elements to ensure consistency between the Agenda and Minutes parts of a meeting template.
Select the Settings icon in the top right of the page to set the Quorum and Vote types for the meeting template, including whether weighted voting is used. To learn more about all the voting options in Community, see Voting.
Your changes are saved automatically.
Select the checkbox to include minutes attachments in the PDF.
You can input minutes signature lines by clicking in the Input role for signature field and selecting Add. Select the role to add to the signature.Meeting template: Numbering

Updating the numbering configuration allows you to customize your agenda heading and item numbering to be a combination of numbers, letters, or roman numerals. Updates on the template only apply to future meetings that have not been shared or published. Updating the numbering on the template does not update past meetings, previously shared, or published meetings.
Select the Settings icon on the Navigation Bar of your home page, then select Meeting Templates. The Meeting templates page displays.
Select a Meeting template.
Select the Agenda tab.
Select the Settings icon.
The Agenda Settings menu opens. Select the Public settings agenda release day dropdown menu to select the day you wish to release the agenda.
Select the Selection Format dropdown menu and select the numbering selection format.
Select the Agenda Item Format dropdown menu and select the numbering selection format.
The numbering is updated in the Agenda template. It is automatically saved. It will also update any future meetings of this template that have not been shared or published.The numbering is updated in the Section. It is automatically saved.
You can select to hide recommended actions on the public agenda. The recommended actions will show for members.