This page gives a reference to all membertility views which are available to members <member>
who have the meeting admin
security role
.
Action Items <action item>
can be accessed from Meeting view
or from the top level menu. Action Items <action item>
are normally generated from Meeting view
, but all action items can be seen from the top level menu.
- Action
text of the action item describing the action to be done
- Assignee
who is responsible for taking care of the action item
- Status
current action item status: open, inprogress, closed
- Comments
updates on progress or how the action item was completed
Navigation: [Meeting view
] > [select agenda item] > Edit
Note
all action items since Show Actions Since date can be viewed or edited under the automatically created Action Items agenda item
Navigation: Meetings > Action Items
Additional fields shown in the All Action Items view
- Meeting
meeting
at which this action item was created- Date
date for
meeting
that this action was created
The view has the following filters:
- Date
date range of interest
- Assignee
who is responsible for taking care of the action item
- Status
current Status of interest
Navigation: Meetings > Agenda Headings
Agenda Headings can be configured to show context for agenda items <agenda item>
. An agenda heading must be configured here before being added to the agenda items <agenda item>
on Meeting view
.
- Agenda Heading
text of heading which will appear in the
Agenda <agenda>
document or theMinutes <minutes>
document- Positions
(optional) when a
discussion item
is created for one of thesepositions <position>
, this agenda heading will be usedNote
if multiple agenda headings share a
position
, the behavior is undefined [#256]
Navigation: Meetings > Invites
- Meeting
meeting
at which this motion was created- Date
date for
meeting
that this motion created- Name
name of the
member
invited to themeeting
email address of the
member
invited to themeeting
- Attended
indication of whether the
member
attended the meeting, yes or no- RSVP
the
member's <member>
rsvp
response when invited to themeeting
- Invited
generally yes but if the
member's <member>
position
changed after the initialinvite
was sent, may be no
The view has the following filters:
- Date
date range of interest
- Name
name of
member
- Attended
attendance value of interest
Navigation: Meetings > Meetings > [select meeting] > Meeting Status
The Meeting Status view is used to determine what, if any, status reports are missing, and to send reminders to chosen positions about the missing status report(s).
- Position
positions <position>
which are configured to have a status report are listed here- Members (last request)
member(s) <member>
who hold the position are listed here, along with the date the last request for status report was made to thatmember
. If a date isn't listed, this means themember
was added to aposition
, but wasn't sent ameeting
invite
, which should be a transient condition- Status Report
either entered if someone holding this
position
entered astatus report
, or missing if nostatus report
was entered
The view has the following filters:
- Status
the status of whether the
status report
was entered or missing can be selected here
There is one action button.
- Send Reminders
select the row(s) for which a reminder should be sent. The
members <member>
who hold the selectedpositions <position>
will be sent a reminder.
- Subject
default subject is provided by the system, but can be changed if desired
- Message
add additional message to the reminder if desired
- From
defaults to From from the last Send Invites or Send Reminders (see note), but can be updated if desired
- option checkboxes
- check Request Status Report if the text in the email should mention that a status report is needed
- check Show Action Items if outstanding action items should be shown in the email
Note
For best results, set the Status filter to missing before using Send Reminders
Note
Message, From, and option checkboxes default from the last Send Reminders, or the last
Meeting view
's Send Invites if Send Reminders hasn't been used for this meeting
Navigation: Meetings > Meetings > [select meeting] > View Meeting
The meeting view is used to manage the meeting
. The following can be done from this view
- send
meeting
invites <invite>
- create new
agenda
items - rearrange
agenda
items - generate documents related to the meeting
- send email to
members <member>
who wereinvited <invite>
to the meeting - tally
meeting
attendance - record discussion about
agenda
items - create
action items <action item>
- create and record votes on
motions <motion>
Edit of an agenda
item is inline with the table, with Action Items view
and Motions view
embedded.
- Reorder
the reorder icon () can be used to grab an
agenda item
and place it where desired in theagenda
order- Title
title of the
agenda
item, initialized by theinvitee <invite>
who wrote the discussion item, but can be changed- Summary
summary of the
agenda
item, initialized by theinvitee <invite>
who wrote the discussion item. This can be changed, but normally would be left intact except for editorial changes for clarity- Discussion
discussion which took place at the meeting, if the
meeting admin
wants to record this in the minutes- Agenda Heading
heading under which this
agenda
item will be shown in the agenda and in the minutes. The Agenda Headings are configured underAgenda Headings view
- Hide
if, for some reason, a
discussion item
recorded by aninvitee <invite>
will not be part of themeeting
agenda
, set Hide to yes and fill in Reason for Hiding- Reason for Hiding
if Hide is set to yes, the reason the
agenda
item was hidden should be entered here. Theinvitee <invite>
will be able to see this from theirMy Status Report view
In addition to the New, Edit, Delete buttons, there are three action buttons.
- Send Invites
use this to send the initial
invitation <invite>
to the meeting, or if any positions have been updated which affect the meeting attendance
- Subject
default subject is provided by the system, but can be changed if desired
- Message
add additional message to the invitiation if desired
- From
defaults to the email address of the
meeting
Organizer, but can be updated if desired- option checkboxes
- check Request Status Report if the text in the email should mention that a status report is needed
- check Show Action Items if outstanding action items should be shown in the email
Note
if any positions which affect meeting attendance have been updated, a nightly job will take care of sending additional
invitations <invite>
- Generate Docs
use this to generate documents associated with the meeting
Note
the status report document is automatically created and updated as people write or update their status reports
Note
for upcoming meetings, a nightly process regenerates documents which were previously generated, in case changes are made which would affect those documents. This does not apply to minutes since these are normally generated after the meeting
- Send Email
use this to send email to the
members <member>
on themeeting
invite
list. Note the default email subject contains the meeting purpose and date, and can be edited
- Subject
default subject is provided by the system, but can be changed if desired
- Message
add message
- From
defaults to the email address which was used during Send Invites, but can be updated if desired
Navigation: Meetings > Meetings
This is the main view for managing meetings <meeting>
. The meeting can be created or edited. Once created this view is used to navigate to the individual meeting for administration purposes.
- Purpose
short name of the meeting, e.g., Board Meeting
- Date
date the meeting will take place
- Time
time of the meeting
- Location
location of the meeting, either a physical address, a URL (e.g., for Google Meet), or "by email"
- Show Actions Since
action items are shown in agenda, minutes, etc. Any action items which have been updated after this date will be shown associated with this meeting
- Organizer
the meeting organizer. When emails are sent from this view, the From address will default to this
member's <member>
email address. This defaults to the currently logged in member- Agenda
if agenda has been generated to Google Workplace, this is the link to the file
- Status Report
if status report has been generated to Google Workplace, this is the link to the file
- Minutes
if minutes has been generated to Google Workplace, this is the link to the file
- Invite Tags
members who are associated with these tags through their position will be invited to the meeting
- Vote Tags
members who are associated with these tags through their position will be invited to the meeting
In addition to the New, Edit, Delete buttons, there are two navigation buttons.
- View Meeting
this is the edit view for the meeting which is used during the meeting, brings up
Meeting view
- Meeting Status
this gives status of the meeting for use prior to the meeting, showing missing and entered status reports. This brings up
Meeting Status view
- Their Status Report
this allows the
meeting admin
toRSVP <rsvp>
and enterstatus reports <status report>
on behalf of anothermember
. This brings upTheir Status Report view
Navigation: Meetings > Motion Votes
Motion <motion>
Votes <vote>
can be accessed from Meeting view
or from the top level menu. Motion votes are normally generated from Meeting view
, but all motion votes can be seen from the top level menu.
- Motion
text of the motion. Motions should be specific enough that they capture all relevant details, without being too wordy
- Date
date the motion was made
- Member
the
voting member
who made this vote- Vote
vote talley for each
voting member
, one of approved, rejected, abstained, novote.
Navigation: [Meeting view
] > [select agenda item] > Edit
See Meeting Motions
for details.
Navigation: Meetings > Motion Votes
Motions <motion>
can be accessed from Meeting view
or from the top level menu. Motions <motion>
are normally generated from Meeting view
, but all motions can be seen from the top level menu.
- Motion
text of the motion. Motions should be specific enough that they capture all relevant details, without being too wordy
- Mover
the person who makes the motion. This must be one of the
voting members <voting member>
- Seconder
the person who seconds the motion. This must be one of the
voting members <voting member>
- Status
the result of the motion vote, one of open, tabled, approved, rejected. The Status should not be left open after the
meeting
- Vote
vote talley for each
voting member
, one of approved, rejected, abstained, novote.Note
voting members <voting member>
who are not present should be listed as novote
Navigation: [Meeting view
] > [select agenda item] > Edit
Vote can be edited by clicking on the vote
cell, changing it, then clicking off the cell. The agenda item
must be in Edit mode for the vote
to be editable
Note
votes are initialized as approved for voting members <voting member>
who are at the meeting at the time the motion
was created, and novote for those who were not
Navigation: Meetings > Motions
Note
motions can only be edited within the meeting context
Additional fields shown in the All Motions view
- Meeting
meeting
at which this motion was created- Date
date for
meeting
that this motion created
The view has the following filters:
- Date
date range of interest
Navigation: Meetings > Meetings > [select meeting] > Their Status Report
This view is used to enter RSVP <rsvp>
or status reports <status report>
on behalf of a member
. The view is exactly the same as My Status Report view
, with the exception that the header above the table allows the meeting admin
to choose which member's <member>
status report
to work on.
See My Status Report view
for more details on how to use this view.