I. Add Meeting

As an Organization Admin or Member (users with Account Role of Administrator or Member), follow these steps:

  1. Click Meetings in the main menu panel

  2. From the Meetings page, click + Add Meeting

As a Group Admin (also available to Organization Admins or Members), follow these steps:

  1. Access the group's Group Page in one of the following ways:

    1. Click My Groups from the main menu panel to show the drop-down list of personal groups, then click on the appropriate group's name

    2. Click Groups from the main menu panel (not available to Observers) to access the list of current groups within the Organization, then click on the appropriate group's name

  2. From the group's group page, scroll (if necessary) to the Meeting section and click + Add Meeting

The New Meeting page will be displayed:

II. New Meeting Form

After clicking + Add Meeting, the New Meeting page will display. Meetings default to a single date meeting. Fill in the details for the meeting:

  1. Date

    1. Refer to the Multi-Day section for details on entering multiple dates

  2. From and To times

    1. Use the up and down arrows to choose the hour and minute for the meeting start time and end time

    2. After entering the from time, the to time will automatically default to 1 hour later - adjust as appropriate

    3. Click on the PM or AM to toggle between each

  3. Title

    1. Enter the title of the meeting; once saved, New Meeting will be replaced with this title

  4. Video Options

    1. There are four video options; No Video is selected by default; click the appropriate option for this meeting

      1. Spotlight: Boardable's Spotlight Video conferencing

      2. Zoom: Boardable Spotlight with Zoom (integrate Zoom)

      3. Other Link: Provide a link to the attendees for another video platform (including Zoom if not integrated)

      4. No Video: not a video conference

    2. Please refer to Related Articles for additional information regarding video options

  5. Location

    1. Add a physical address for the location of the meeting if applicable

    2. Add conference call information if applicable

  6. Description

    1. Enter a detailed description regarding the purpose of the meeting so that members being invited understand the importance of what will be discussed

  7. Assign Groups

    1. Clicking on a group is a quick way to select multiple people; multiple groups can be selected to increase the meeting invite list

    2. The list of individuals within the group will appear in a People list on the right; the list will grow as additional groups are selected - to remove any individual from the meeting invite, click the red X next to their name

  8. Assign Individuals

    1. Click on the box that says Add User to get a list of individuals; click the name to select the person and they will be added to the People list on the right

    2. Continue this process for each individual to add

  9. Add Guests

    1. Enter the guest name and email address and click Add to add them to the People list on the right; their name will be displayed with (Guest) before it

    2. Continue this process for each guest to add

  10. Save

    1. Click Save to save the meeting details - this will then display the meeting page with the title of the meeting at the top

    2. Click Cancel to return to the Meetings page without creating a meeting

III. Multi-Day Meeting

A multi-day meeting is different than a recurring meeting because there may be no specific pattern to it. Multi-day meetings are great for retreats, conferences, or general board meetings that will span more than one calendar day.

To create the date / time portion of the multi-day meeting:

  1. Enter the date and time of the first meeting as normal

  2. Click Create multi-day meeting

  3. Enter the date and time of the next meeting in the new boxes presented

  4. For additional dates and times, click Add date

  5. Continue to click Add date to enter additional dates and times as needed

    1. Note that Day 1 and Day 2 do not necessarily have to be a different date - there may be a meeting in the morning with a break and then another in the afternoon

    2. Each Day will simply create an additional meeting instance on the user's calendar

  6. Click the red x to remove a day added in error

  7. Continue to fill out the rest of the New Meeting Form

Note: After the multi-day meeting is published, each date will be added to invitees' calendars. When a user receives the notice, they will RSVP to the multi-day meeting only once. There will also only be one agenda.

Related Articles

  • Step-by-Step Guide to a Meeting Process: a guide to help navigate creating, managing, and running a meeting in Boardable

  • Create a Single Date Meeting: learn how Organization Admins, Members, and Group Admins can create a meeting for a single date

  • Create a Recurring Meeting: learn how to create a recurring meeting in Boardable for quarterly meetings or any regularly scheduled meetings

  • Create a Find a Date Meeting: create a meeting by sending out date and time options to the invited members, collect availability, and determine the best meeting option

  • More on Video Options

    • Boardable Spotlight Overview: learn about Boardable's video conferencing and the features available during a meeting

    • Integrate Zoom: learn how to integrate Zoom with your Boardable account so the Zoom link is available in the Boardable meeting invitation

    • Add Zoom to Boardable Meeting: learn how to create a meeting that includes the Zoom link in the Boardable invite, whether the Zoom account is integrated or not

    • Add Video Conferencing to a Meeting: quickly add a third-party remote option (i.e. Boardable Spotlight, Zoom, etc.) to your meeting

  • Next Steps

    • Publish a Meeting: learn how (and what it means) to publish a meeting to the calendar only and learn how to fully publish any Boardable meeting

    • Edit a Single or Multi-Day Meeting: learn how to edit meeting information for a single date or a multi-day meeting in Boardable

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