TABLE OF CONTENTS

I. Add Meeting

II. New Meeting Form

III. Recurring Meeting


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 Recurring Meeting 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. Recurring Meeting

Recurring meetings are great for regularly scheduled meetings that have a pattern (for example a meeting that takes place every other Monday or every month on the 15th).

To enter the date / time portion of a recurring meeting:

  1. Click Create a Recurring Meeting tab

  2. Enter the date of the first meeting under Starting Date

    1. This initial date is very important because it determines the day of the week or date that is referenced in the Repeats section

    2. As shown below, the starting date is on 9/15/2021 (which is a Wednesday, specifically the third Wednesday of September)

  3. Enter the From time, the to time will default to one hour later, adjust as appropriate - this will be the same for every meeting

  4. Repeats - choose the appropriate recurring pattern from three options

    1. Click the Every drop-down to reveal additional options of Every 2nd through Every 4th week

      1. Leave as Every to have the meeting repeat every week on the day specified

      2. Select Every 2nd to have the meeting repeat every other week on the day specified, etc.

    2. The 2nd option has two choices to make

      1. Click the Every drop-down to reveal additional options of Every 2nd through Every 6th month

        1. Leave as Every to have the meeting repeat every month on the specified date

        2. Select Every 2nd to have the meeting repeat every 2nd month, etc.

        3. Every 3rd month would be the appropriate selection for quarterly meetings

      2. Click the 15th (or whatever date is shown) to reveal another option to repeat based on the day's pattern, such as the third Wednesday

        1. Leave the 15th (or similar date) to repeat on the same date each month

        2. Select the third Wednesday (or similar pattern) to repeat each month based on that pattern - this is the most likely option for quarterly meetings

    3. Select the last option to have the meeting occur once a year on the same date

      1. If one of the recurring dates falls on a weekend, there is the ability to update that one meeting to a different date after publishing (please refer to Related Articles for more information on editing a meeting)

  5. Until - enter the date when recurring meetings should end

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


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 Multi-Day Meeting: learn how to create a multi-day meeting in Boardable for retreats, conferences or any meeting that spans more than one day

  • 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 and Understand Recurring Meetings: learn how to edit all dates. or a single date, within a recurring meeting series, and learn more about working with recurring meetings

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