This document gives guidance on the meeting
work flow for members <member>
.
When you are invited to a meeting
, you will receive an email with the invitation, worded something like this.
You have been invited to the <meeting> on <date and time>.
Location / URL
<location>
Please RSVP and update your status report by clicking here.
Your outstanding action items are listed below. You can update the action item status by clicking here.
Action Item Status action 1 open new action item open test action item inprogress
You can see that there are two links in the email, each under the word "here" in different paragraphs.
The first link brings you to the My Status Report view
for this meeting. The My Status Report view
allows you to rsvp
to the meeting, and to enter your status report(s) <status report>
.
The second link brings you to your My Action Items view
. The My Action Items view
allows you to update status and provide comments for any action items <action item>
you've been assigned.
Warning
The links in this email are constructed specifically for you, for this meeting. Please do not forward this email to anyone else as it would give them access to your account without needing your password.
Navigation: Meetings > My Meetings
The My Meetings view can be used to see a summary of meetings <meeting>
you were invited <invite>
to, or to navigate to the My Status Report view
for a particular meeting.
This view shows your RSVP <rsvp>
response, whether you attended, and gives links to any reports which have been generated about the meeting.
To navigate to the My Status Report view
, where you can RSVP <rsvp>
and/or enter your status reports <status report>
,
- on the row with the
meeting
you want toRSVP <rsvp>
and/or enter yourstatus report
, click the view button ()
Navigation: Meetings > My Meetings > [select meeting] > My Status Report (or via the link in the emailed invitation <invite>
)
You will see a table similar to the following, with a button for your RSVP <rsvp>
and a row for each of your position
based status reports <status report>
.
If the RSVP button is orange-red, that means the RSVP hasn't been indicated.
If the edit icon on a row is orange-red (), that means the status report hasn't been entered.
Important
* to view a status report, click on to expand, to collapse * to edit a status report, click on * if the edit button is displayed as this means the status report has been entered -- it can still be edited, though
First you need to record whether you plan to come to the meeting
or not
- click the RSVP button
This opens a form for your RSVP <rsvp>
:
- next to RSVP select your response, one of attending, not attending
- click Save
Now you can enter your status report(s) <status report>
.
- on the row for the
status report
you want to enter, click the edit button ( or )
This opens an Edit form for this status report
:
- enter your status for this
position
- click Save
Note
Status reports <status report>
are by position
. So if there are more than one member
in the same position
, they will see the same status report
for that position
. If one member
edits the report the other member(s) <member>
will be able to see those edits when they open the position
row.
So if the position is shared, there needs to be coordination for producing the status report
.
If a topic needs to be discussed at the meeting, a discussion item
must be created. This adds the topic to the meeting
agenda
.
- click for the
status report
you want to enter adiscussion item
about
This opens an Edit form for this status report
:
- under Discussion Items, click New
This opens a Create form for the discussion item
:
- fill in a concise, descriptive title under Discussion Title
- use Discussion Details to give more details of what the discussion is about, what decisions might be taken, options, etc.
- click Create
You can edit the discussion item up until the meeting.
- click for the
status report
which holds thediscussion item
- under Discussion Items, select the
discussion item
to be edited - under Discussion Items, click Edit
- make the desired edits to Discussion Details
- click Save
Note
The meeting
agenda item
is created when you click Create for the discussion item
. While you can edit the Discussion Details up until the start of the meeting
, there's no way for you to update the title used in the meeting
for the agenda item
. However, your updates to the Discussion Title will be saved in the Status Report <status report>
document.
Occasionally, there might be a need to create a status report
or discussion item
which doesn't neatly fit under one of your assigned positions <position>
.
- above the Status Report table, click New
If you have one or more empty position
status reports <status report>
, you will be shown the following challenge:
Assuming you really do mean to create an ad hoc report, click Continue. But if you mean to create a report for one of your assigned positions <position>
, click Cancel and then follow the directions at My Status Report update report
.
If all of your assigned positions <position>
reports have been filled in, or if you click Continue at the challenge, you will see a form to add an ad hoc status report
:
- give the report a clear, concise Status Report Title
- put details into the Status Report field
- click Create
If an item about this report needs to be added to the meeting
agenda
, create a discussion item
.
- click for the new ad hoc
status report
you just created - add the
discussion item
as described inadd discussion item
Navigation: Meetings > My Meetings > [select meeting] > My Status Report (or via the link in the emailed invitation <invite>
)
This view is for meetings <meeting>
which require an rsvp
but do not have status reports <status
report>
- next to RSVP select your response, one of attending, not attending
- click Submit
Navigation: Meetings > My Action Items (or via the link in the emailed invitation <invite>
)
To see what action items <action item>
you have outstanding, or update the status or progress for any of these, you can use the My Action Items view. (Normally, action items are written more clearly than what you see here, but of course these are what was being used for system testing.)
As you can see, the table shows when the action item
was first created, what the action is, the current status (open, inprogress, closed), when it was last updated and who made the last update.
You can see more details and make updates by opening the Edit form.
- select an
action item
- click Edit
This opens the Edit form for the action item
:
Here you can see the agenda item
under which the action item
was created, which might give you additional context of what is needed. You can also change the Status and make updates to the Progress / Resolution field.
- update the Status to inprogress or closed if appropriate
- add information about your progress, or how this was resolved to the top of Progress / Resolution
- click Update
Note
If Progress / Resolution has been updated multiple times, it makes sense to add the date of each update, with the latest update being at the top.
This view can be used to see all of the Action Items <action item>
in the system. (Normally action items are written more clearly than what you see here, but of course these are what was being used for system testing.)
- 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
Hint
click on to expand (see more fields), to collapse
Navigation: Meetings > Motions
The Motions view can be used to view Motions <motion>
which have been made, and their result. Approved motions are formal decisions which have been made. (Normally motions are written more clearly than what you see here, but of course these are what was being used for system testing.)
- Motion
text of the motion
- Mover
the person who made the motion
- Seconder
the person who seconded the motion
- 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.
Hint
click on to expand (see more fields), to collapse