Articles on: Meetings

Single Occurrence, Recurring, and Past Meetings

There are three types of meetings that can be created in BoardSpot: A Single meeting, Recurring meetings, and Past meetings. This article explains the differences in these meeting types, and the ideal use of each.

Organization Admins and Committee Admins can set up a past, single, or recurring meeting. Contact your organization's administrator(s) for assistance with these tasks.

Single Occurrence Meetings

Single occurrence meetings can be used for one time events that are not part of a series. If your board or committee meetings are not on a regularly scheduled cadence (monthly, bi-monthly, etc) or always held on the same day of the week, then single occurrence meetings should be used.
Single occurrence meetings are the ideal way to handle all day or multi-day events, such as retreats. Multi-day events provide the opportunity to identify start and end times for each day of the event.
When creating a single occurrence meeting, you have the ability to label the meeting as "Regular Meeting" or "Special Event". When Special Event is chosen, you can type in a custom title for the meeting. Regular meetings are titled with the committee name and date.
When a single occurrence meeting is created it can be saved in Draft status, and visible to Admins only. Each single occurrence meeting that is saved in Scheduled status will immediately be visible for participants in the portal. When a single occurrence meeting is Scheduled, the participants automatically receive an email and calendar notification.

Recurring Meetings

Recurring meetings are for creating a series of up to 12 events that happen on a regular frequency, such as weekly, monthly, or quarterly. A series of recurring meetings can created as Draft or Scheduled meetings.
Ideally recurring meetings should be created and saved in the Scheduled status immediately (using the Save as Schedule option). This will put the entire series of meetings onto each participant's calendar. Should one or more of the meetings within the series need to be updated (changes to date, time, etc) this can easily be accomplished without affecting the other meetings in the series after they are scheduled.
A recurring meeting series that is saved in the Scheduled status at creation (using the Save & Schedule option) will have a single calendar invitation that is sent to participants. This means participants will receive one calendar invitation, not 2-12 separate calendar invitations. Once this calendar invitation is accepted by the participants (RSVP is "Yes"), they can then go back and decline individual events (RSVP with "No") within the series.
When a recurring meeting series is created it can be saved in Draft status, and visible to Admins only. When a recurring meeting series is saved in Scheduled status, it will immediately be visible for participants in the portal and calendar notifications will be sent.

Past Meetings

Creating past meetings is a great way to store meeting minutes for ease of access by the committee members. Creating a past meeting only requires selecting the date, indicating the committee, and uploading the minutes. The past meeting is set to a Scheduled status upon creation, but no email notifications are sent.
Past minutes stored within a committee's past meetings provides transparency, compliance, and good committee governance.

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Updated on: 10/01/2024

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