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Create a Recurring Meeting
Create a Recurring Meeting

Learn how to create a recurring meeting in Boardable for quarterly meetings or any regularly scheduled meetings.

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Written by Jocelyn Gombos
Updated over a week ago

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 displays. Complete the following fields:

  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 owner

    1. Select the user whose name should be listed in the body text of meeting invite emails; for example, if "Menodora Devi" is selected in this field, invite emails for the meeting include the text Menodora Devi has invited you to a meeting...

  6. 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

  7. Date

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

  8. 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

  9. 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

  10. Click Continue

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

  11. 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

  12. 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

  13. 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

  14. Click Save

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 Recurring Meeting under Meeting Schedule

  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 1/1/2023 (which is a Sunday, specifically the first Sunday of January)

  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 1st (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

  • Follow Up Meetings: learn what a follow up meeting is and how to create one

  • 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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