Meetings - Part 7 - Reoccurring Meetings

iPassport has functionality to support regular, repeating meetings. An example of when this feature would be beneficial would be a weekly team meeting where any items not addressed could be rolled forward to the following week’s meeting.

Defining a Repeating Meeting

A meeting can be defined as recurring via the Frequency drop down in the General tab.

Options are:

• Non-Recurring (default)
• Daily
• Weekly
• Bi-Weekly
• Monthly
• Six Weekly
• Bi-Monthly
• Quarterly
• Six Months
• Annually

Note: The Duplicate this Meeting action is only available for meetings with a Frequency of Non-Recurring.

Only the first instance of the meeting will be created. The Frequency setting only takes place when the meeting is Set as Completed. At this point the system checks the frequency settings and creates the next meeting.

The next occurrence is only created the first time a meeting is completed. If a completed meeting is unlocked and then completed again, another occurrence will not be created.

The next occurrence is a copy of the completed meeting, including its name, purpose, start time, duration, location, meeting type, meeting status, chair person, note taker, CPD points, visibility and Frequency setting, so it will continue to recur. Its date is the current meeting's date (or today's date, if the current meeting has no date) moved on by the frequency interval, for example one week later for Weekly.

All invitees are copied to the next occurrence with the status Invited. Invitation emails are not sent automatically when the next occurrence is created.

Note: The Set as Completed option is only available to users with the Meetings: Complete Meetings permission. Once a meeting is completed, the Unlock meeting option is only available to users with the Meetings: Unlock Meetings permission.

To stop a meeting from recurring simply go to the General tab and set the Frequency value to Non-Recurring. When the current meeting is completed, no further repeating events will be created.

Incomplete Agenda Items

Agenda items can be marked as actioned.

By default agenda items have the status Deferred. When a recurring meeting is set as Complete any Deferred items will be copied over to the next occurrence of the meeting. Both the agenda text and any associated minutes will be copied over. Agenda items marked as actioned are not copied.

Links

Repeating meetings are linked to the previous and next occurrence in the Links tab.

This allows navigation from one meeting to the next. Expand the link to view all info and Jump to the meeting.

Next Step:

The next article covers Emailing Meeting Minutes 

Previous Step:

The previous article covers Running a Meeting