Articles on: Meetings

Creating and Publicizing Meetings

A meeting's page displays all relevant information for that specific meeting.‌ A meeting is visible to members of the committee it was set up for, and should be referenced in advance. This article explains how to create a meeting and inform participants.

Organization Admins and Committee Admins can set up a meeting, inform participants, create and hold votes, and take attendance for meetings. Contact your organization's administrator(s) for assistance with these tasks.

Creating a new meeting:

As admin user, navigate to the Meetings home page.
Click + Create Meeting.
Fill in date & time, overview information, and choose location.
Under location you can include video call link information, for remote meetings.
If you wish to generate the meeting packet ensure the box is checked for "Generate Meeting Packet". Note: this can be done at a later time.
Click Save.

Create a meeting:

There's no time limit on meetings that show up on the upcoming meetings list, even several years out.

Informing people of a scheduled meeting:

As admin user, navigate to Meetings home page. Select the correct meeting.
Click Email Participants.
Draft email subject and message to include in invitation.
Toggle on/off the information you wish to include in this email. These include the meeting materials, calendar invitation, and RSVP link. Note: all or none of these materials can be included.
Choose persons to whom this email will be sent.
Click Send Email.

Sending email to meeting participants:

When meeting is created, an invitation is not sent until an admin emails the participants, but meeting participants can view the meeting and all supplemental documents when logged in to BoardSpot. Notifying meeting participants via email can be done at a later time/closer to the date of the meeting.

Updated on: 10/07/2023

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