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Create a Multi-Day Meeting
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.

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Written by Jocelyn Gombos
Updated over a week ago

TABLE OF CONTENTS


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. Title

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

  2. Video Options

    1. There are four video options; Spotlight 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. Custom: Provide a link to the attendees for another video platform (including Zoom if not integrated)

      4. No Video: not a video conference

  3. Location

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

    2. Add conference call information if applicable

  4. 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

  5. Meeting Type

    1. Meetings will automatically be selected as Single Day and can be changed to Recurring, Find a Meeting Date, or Create Multi Day Meeting below

  6. Date

    1. Enter the desired date for the meeting - click in the Date box to view a calendar and select a date

  7. From and To times

    1. Click the down arrow to open the drop down and select your time

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

  8. Timezone

    1. This field defaults to the timezone set in the meeting creator's user settings

    2. Click the dropdown containing this timezone to see other options; click preferred option

  9. Click Continue

    1. This will navigate to the next page to invite users

  10. Assign Groups

    1. Clicking in the box displaying "Type a person's name" will open the drop down list of selectable groups. 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 X across from their name

  11. Assign Individuals

    1. Click on the box that says Type a person's name and begin typing an individual users name.

    2. Continue this process for each individual to add

  12. Add Guests

    1. Click Add Guests at the bottom of the page to open the pop up and enter their information. Click Add Guest. Guests will appear at the bottom of the page in their own Guest list

    2. Continue this process for each guest to add

  13. Click Save

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

    3. Though they are different days they will all be under one meeting page on Boardable

  6. Click the 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

  • RSVPing to a multi-date meeting submits responses for all dates in the meeting

  • Multi-date meetings can have one agenda; this agenda lists only the start time of the first date in the meeting


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