Meetings - Part 5 - Setting an Agenda

The Agenda & Minutes tab allows the meeting to be broken down into the specific points that will be covered in the meeting.

This can be set up in advance or on the fly, during the meeting.

The agenda can only be changed while the meeting has not been marked as complete, and only by users with the 'Meetings:Edit Meetings' permission for the meeting's location (facility). Other users can still view the agenda and expand each item to read its details and minute, but the '+ Add Agendum/Minute' button, the arrows, the bin icon and the Actioned? checkbox are not shown to them.

When meeting takes place minutes can be logged against each individual agenda item. If breaking down the meeting into individual items is not desirable then a single agenda item can be created for the entire meeting.

The Actions column has arrows to order the agenda items and a trash/bin icon to delete any unwanted items. The Details column has a drop arrow to expand the item and view its details and the associated minute.

The Actioned? column shows the status of each agenda item: Deferred (shown in blue) or Actioned (shown in green). New agenda items start as Deferred. Tick the checkbox to mark an item as Actioned, or untick it to set it back to Deferred.

If the meeting is a recurring meeting, marking it as complete for the first time creates the next meeting in the series. Any agenda items that are still Deferred are carried over to the next meeting, together with their minutes. Actioned items are not carried over.

The Filter drop-down above the list can be used to show 'View all' (the default), 'View all actioned agenda' or 'View all deferred agenda'.

Below are quick instructions to create and manage agendas and minutes.

To create agenda items:

1. Within a meeting record, click the 'Agenda & Minutes' tab to open it
2. Click the blue '+ Add Agendum/Minute' button
3. In the pop-up window which appears, enter the name of the agenda item in the field 'Description'
4. Click 'Add Agendum'

The item will be added to the bottom of the list but it can be positioned anywhere on the list.

To move an agenda item up or down the list:

• Simply click the 'up' or 'down' arrows in the Actions column to move an agenda item one position at a time.
• The first item on the list has no 'up' arrow and the last item has no 'down' arrow.
• The arrows are only shown when the Filter is set to 'View all'.
• The numbering in the 'Position' column is automatically updated to keep a sequential order.
• For example, clicking the highlighted arrow in this agenda:
  
• Will move the item up and update it's position number on the list:
  

To delete an agenda item:

1. Click the trash/bin icon in the Actions column
2. Confirm the deletion when prompted

The numbering in the 'Position' column of the remaining items is automatically updated.

To edit the details of an agenda item:

1. Click the chevron in the Details column to expand the item
2. Edit the fields 'Description' and/or 'Minute' as required, by simply typing in them
3. Click 'Save'

Next Step:

The next article covers Running a Meeting

Previous Step:

The previous article covers Managing Attendees