Meetings - Part 4 - Managing Attendees

Sending Meeting Invites

It is possible to add internal staff as well as individuals external to iPassport to the meeting attendee list, either one at a time or by inviting all members of a Distribution List at once.

Attendees are managed from the meeting's Invitations tab. The tab label shows the number of invitees who have accepted or been marked as present, out of the total number invited, e.g. Invitations(3/5). The Invite External to Meeting, Invite Staff to Meeting and Invite List to Meeting buttons are shown at the top of this tab only while the meeting is not complete and you hold the Meetings:Edit Meetings permission for the meeting's location (facility).

Invite Staff to Meeting

This option allows Staff Members (as defined in Personnel Management > Staff Profiles) to be added as attendees.

• Select the Staff Member using the find-as-you-type search box. The attendee must be chosen from the search results, as it must be an existing Staff Member account. If the staff member is already attending the meeting, the message Staff Member already added is shown.
• Choose whether to send an invite in the field, RSVP (Set To Attend is selected by default):
• Selecting Email Invitation will email the individual, providing the details of the meeting (name, date, start and finish time and, if set, location) and asking if they plan to attend. The email contains the links Yes, I will be attending the meeting and No, I will not be attending the meeting, which update the invitation to Accepted or Declined without the recipient needing to log in. These links no longer work once the meeting is complete. If the staff member does not have an email address, the message Staff Member does not have an email address. Please set RSVP to "Set To Attend" is shown; set the RSVP to Set To Attend instead.
• Selecting Set To Attend assumes the attendee has already confirmed and no email notification will be sent

Invite External to Meeting

This option works as above, but instead of selecting attendees from the staff list, a Name is entered in the Add External Attendee window. The Name is always required. An Email address is only required when RSVP is set to Email Invitation; with Set To Attend, an external attendee can be added with a name only.

Invite List to Meeting

This option adds every member of a Distribution List to the meeting at once.

• Select the Distribution List.
• Choose the RSVP option, which applies to all members of the list:
• Selecting Set All To Attend adds all members as attending and no email notification will be sent
• Selecting Email Invitation to All emails each member an invitation, as described above
• Click Add.

Staff members who are disabled, or who have already been invited to the meeting, are skipped. List members who are not staff members are added as external attendees using their name and email address. If Email Invitation to All was chosen and some members have no email address, the warning Warning: Some members of this list do not have email addresses. These members will not have been emailed to tell them about the meeting. is shown.

Managing Invitations

The Invitations tab lists every invitee with the columns Name, Status, Invitation, Set Attendance and Actions. The Status of each invitee is one of Invited, Accepted, Declined, Present or Absent.

While the meeting is not complete, users with the Meetings:Edit Meetings permission can manage each invitee from their row:

• Accept Invitation / Decline Invitation (Invitation column): records the invitee's response. These are only shown while the status is Invited. A staff member who has been invited can also use these on their own row to respond to the invitation.
• Email (Invitation column): emails the invitation to the invitee again. This is only shown when the status is Invited or Declined and the invitee has an email address.
• Set as Present / Set as Absent (Set Attendance column): records whether the invitee attended the meeting.
• Delete Invitation (Actions column): removes the invitee from the meeting, after confirming the prompt Are you sure you wish to remove this attendee.

The following buttons are also available at the top of the tab:

• Resend All Invitations: emails the meeting invitation again to every invitee who has an email address.
• Set All as Present: sets every invitee as Present.

After the Meeting is Complete

Once the meeting is complete, the Invitations tab is replaced by a read-only Attendees tab, e.g. Attendees(4/5), showing the number marked as present out of the total. It lists each attendee's Name and Attendance, and the list can be filtered using the Attendance drop-down: View All, View Absent, View Present or Unknown. Invitations and attendance can no longer be changed.

Next Step:

The next article covers Setting the Meeting Agenda

Previous Step:

The previous article covers Creating a Meeting