Meetings - Part 8 - Email Minutes

Emailing Meeting Minutes

Minutes can easily be emailed from iPassport, both before and after a meeting is complete.

Emailing Meeting Minutes to Invitees

This action can be performed by selecting Email to Invitees from the Actions drop down then click Go.

The email is sent to everyone invited to the meeting and includes the agenda (showing whether each item was actioned or deferred) and the minutes. Before the meeting is completed, the email lists all invitees. Once it is completed, it lists the attendees, with those marked as present or absent labelled accordingly.

Emailing Meeting Minutes to Non Attendees

The Email to Contacts option in the meeting’s Actions menu allows the minutes to be emailed to any iPassport contact or Distribution List. Upon clicking Go, a pop-up window opens with search filters for contacts and distribution lists.

Select the recipients in the Distribution Lists and Contacts fields, then click Email Contacts. Only public contacts are available to select in the Contacts field; private contacts are not listed.

Managing Meetings

The Actions menu also provides options to:

• Delete this Meeting, provided the user has the permission, “Records:Delete Records”
• Duplicate this Meeting - please see below
• Print the meeting details, including its minutes and attendees, provided the user has the permission, “Meetings:Print Meetings”
• View the Print History, provided the user has the permission, “Meetings:View Print History”
• Set as Completed/Unlock meeting - please see below
  
  

Duplicating Meetings

It’s sometimes desirable to use the same or a similar agenda from one meeting in a new one. To allow this, it is possible to duplicate a meeting and then edit the agenda as required. This action is also useful if a meeting that didn’t have a frequency set needs to be held again.

When a meeting is duplicated no attendees are copied over but a distribution list can be created to add the same group of contacts in one step.

All agenda items are copied to the new meeting with the status Deferred, and any minutes recorded against them are left blank. The original meeting’s status is not copied.

A meeting can be duplicated whether or not it has been completed. The Duplicate this Meeting option is only available for meetings that don’t have a frequency set, and the permission, “Meetings:Create Meetings” is required.

To duplicate a meeting:

1. Select Duplicate this Meeting from the Actions menu and click Go
2. In the pop-up window, enter a New Meeting Date and, optionally, a New Meeting Start Time. If no start time is entered, the new meeting keeps the original meeting’s start time
3. Click Duplicate Meeting
4. The new meeting name will have the word, “Duplicated” added to it; it can be edited as required in the General tab
5. Add invitees and adjust the agenda as required

Set as Completed/Unlock meeting

When a meeting is active (not completed), it can be edited. Once it’s marked completed (Set as Completed), no changes can be made to it. The permission, “Meetings:Complete Meetings” is required for this.

If the meeting has a frequency set, completing it for the first time automatically creates the next meeting in the series. Any deferred agenda items are carried over, and the invitees are copied to the new meeting with the status Invited (invitation emails are not sent automatically). See the previous article, Reoccurring Meetings, for more details.

If necessary, it can be re-opened by selecting the option, Unlock meeting. The permission, “Meetings:Unlock Meetings” is required.

This is the last article in this user guide.

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The previous article covers Reoccurring Meetings