Meetings & Events

This article provides administrators with flexible options to initiate board meetings: Manual Creation, AI-Assisted Setup, or Pre-designed Templates.

Section 1: Customisation & Meeting Creation Options

Administrators can choose the setup method that best suits their workflow complexity and preparation speed.

1.1 Create a Meeting Manually

Use this method for custom meeting structures requiring tailored agendas and participant permissions.

1. Navigate to Meetings & Events on the left navigation panel.

2. Click + Add Meeting and select Create Manually.

3. Fill in the meeting parameters:

   • Basic Info: Meeting Title, Date, Time, and Venue or Meeting link.

   • Meeting Settings: Configure the meeting settings.

   • Participants: Select individual users or pre-configured User Groups.

4. Build the Agenda:

   • Click Save as Draft and go to the Agenda tab.

   • Click + Edit Agenda.

   • Define item details: Agenda Name, Item Type (For Decision, For Discussion, For Information), Duration, Participant Access, and Presenter.

   • Click Add Agenda.

   • Upload board papers by dragging and dropping PDF files into corresponding agenda slots.

5. Add Documents: 

• • Go to the Agenda listing under the Agenda tab.

  • Click the Upload icon.

  • Drag and drop or browse a document from your device.

1.2 Method 2: Create a Meeting Using AI

Accelerate setup by using AI to parse draft agenda files or natural language prompts to auto-generate meeting details.

1. Navigate to Meetings & Events on the left navigation panel.
2. Click + Add Meeting and select Create with AI.

3. Choose your input source:

   • Text Prompt: Input a descriptive summary of the meeting topics, presenters, and time allocations or use sample prompts.

   • Upload Draft Document: Upload an unformatted Word or PDF outline (e.g., draft notice or preliminary agenda).

4. Click Generate.

5. Update the meeting parameters:

   • Basic Info: Meeting Title, Date, Time, and Venue or Meeting link.

   • Meeting Settings: Configure the meeting settings.

   • Participants: Select individual users or pre-configured User Groups.
     

6. The system will pre-populate default agenda items. Proceed to update as required and add documents to each agenda item.
   
   

1.3 Method 3: Create a Meeting Using Pre-Designed Templates

Standardise recurring meeting structures (e.g., Quarterly Board Meeting, AGM, ExCo Meeting) using pre-built templates.

1. Navigate to Meetings & Events on the left navigation panel.
2. Click + Add Meeting and select Create with Template.

3. Browse and select a template.

4. Update the meeting parameters:

   • Basic Info: Meeting Title, Date, Time, and Venue or Meeting link.

   • Meeting Settings: Configure the meeting settings.

   • Participants: Select individual users or pre-configured User Groups.

5. The system will pre-populate default agenda items. Proceed to update as required and add documents to each agenda item.

Section 2: Publishing & Final Steps

Once your meeting structure is created via any of the three methods, click Activate & Notify to distribute the meeting pack to participants.