TABLE OF CONTENTS
I. Add Meeting
II. New Meeting Form
III. Find a Meeting Date
I. Add Meeting
As an Organization Admin or Member (users with Account Role of Administrator or Member), follow these steps:
Click Meetings in the main menu panel
From the Meetings page, click + Add Meeting
As a Group Admin (also available to Organization Admins or Members), follow these steps:
Access the group's Group Page in one of the following ways:
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
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
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:
Date
Refer to the Find a Meeting Date section for details on entering multiple dates
From and To times
Use the up and down arrows to choose the hour and minute for the meeting start time and end time
After entering the from time, the to time will automatically default to 1 hour later - adjust as appropriate
Click on the PM or AM to toggle between each
Title
Enter the title of the meeting; once saved, New Meeting will be replaced with this title
Video Options
There are four video options; No Video is selected by default; click the appropriate option for this meeting
Spotlight: Boardable's Spotlight Video conferencing
Zoom: Boardable Spotlight with Zoom (integrate Zoom)
Other Link: Provide a link to the attendees for another video platform (including Zoom if not integrated)
No Video: not a video conference
Please refer to Related Articles for additional information regarding video options
Location
Add a physical address for the location of the meeting if applicable
Add conference call information if applicable
Description
Enter a detailed description regarding the purpose of the meeting so that members being invited understand the importance of what will be discussed
Assign Groups
Clicking on a group is a quick way to select multiple people; multiple groups can be selected to increase the meeting invite list
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
Assign Individuals
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
Continue this process for each individual to add
Add Guests
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
Continue this process for each guest to add
Save
Click Save to save the meeting details - this will then display the meeting page with the title of the meeting at the top
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:
Click the Find a Meeting Date tab for new meetings (or Use the Scheduler tab for meetings already saved and being edited)
By default, there are two options to fill in - enter dates and times for those options under Available Dates
If more than two date / time options are desired, click + Add another date
Continue to click + Add another date for as many options as desired
Click the red x to remove an additional option added in error
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
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.
Click Publish to calendar only once meeting page opens after saving
Click Publish on publish meeting pop-up window
Once published to calendar, the member will see the options if logged into Boardable; however, it is best to notify them to ensure response
From the meeting page, click Send Scheduler Message
Enter an appropriate message in the box provided, ensure that Everyone is checked for notifications, and click Send
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.
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
In Boardable, the responses can be viewed by clicking View Scheduler Responses from the meeting page even without the notification
Hover over the number across from the date / time options to view the individuals that selected that option
Click Select next to the final desired date or choose another date / time and click Select
When the confirmation window pops up, click Submit
The date and time for the meeting is now set to the option selected (or entered) - the invited members' calendars will update appropriately
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 Recurring Meeting: learn how to create a recurring meeting in Boardable for quarterly meetings or any regularly scheduled meetings
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