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 Find a Meeting Date 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. Find a Meeting Date

Find a Meeting Date provides the ability to offer multiple meeting dates and times to meeting members invited to the meeting. This enables the meeting organizer to collect availability and then select the date / time that works best for the group.

Note: if a single date meeting has been created, find a date can still be utilized. Go to the meeting page, click Edit Meeting Info, then click the Use the Scheduler tab and follow the instructions below.

To enter the date / time portion for Find a Meeting Date or Use the Scheduler:

  1. Click the Find a Meeting Date tab for new meetings (or Use the Scheduler tab for meetings already saved and being edited)

  2. By default, there are two options to fill in - enter dates and times for those options under Available Dates

  3. If more than two date / time options are desired, click + Add another date

  4. Continue to click + Add another date for as many options as desired

    1. Click the red x to remove an additional option added in error

  5. Click in the box next to Notify me when everyone has submitted their schedule preference in order to be prompted to review everyone's availability after they have selected

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

IV. Send Date / Time Options to Invited Members

The meeting MUST be published in order for the invited members to choose a date / time option.

  1. Click Publish to calendar only once meeting page opens after saving

  2. Click Publish on publish meeting pop-up window

  3. Once published to calendar, the member will see the options if logged into Boardable; however, it is best to notify them to ensure response

  4. From the meeting page, click Send Scheduler Message

  5. Enter an appropriate message in the box provided, ensure that Everyone is checked for notifications, and click Send

  6. The invited members will receive an email with a link to Update your availability preferences

    • The user is taken to Boardable where they can then choose multiple date / time options or they can choose the option I am not available for any of these dates and then Save

V. Select a Final Date

Follow these steps to select a final date once all of the invited members have saved their preferences.

  1. If the Notify me when everyone has submitted their schedule preference was selected when filling out the Find a Meeting Date, then an email will be sent to the Meeting Owner once everyone has responded that will provide a link to view this Meeting in Boardable

  2. In Boardable, the responses can be viewed by clicking View Scheduler Responses from the meeting page even without the notification

  3. Hover over the number across from the date / time options to view the individuals that selected that option

  4. Click Select next to the final desired date or choose another date / time and click Select

  5. When the confirmation window pops up, click Submit

  6. The date and time for the meeting is now set to the option selected (or entered) - the invited members' calendars will update appropriately

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