Product Updates

Meetings series

Sep 16, 2024
3 min read
In this article, you will learn how to create, manage, and track recurring meetings. The Meeting Series function is designed to help streamline the planning process for regular meetings. With Meeting Series, you can set up multiple meetings at once, define agenda, assign attendees, and track the status of action items over time.

Setup a new meeting series

To setup a new meeting series, you start by creating a new meeting, or open an existing meeting.

1. Go to the "Series" tab

  • Join existing series: Select this option, if the meeting is to become part of an existing series. 
  • Create a new series with this scope item as the root: Select this option if you want to create a new series. The selected meeting will then be the root. Basic information about the meeting and the frequency setup will be applied to all meetings in the series. 

2. Set the frequency of the meeting: Select how often to repeat, and which day. 

3. Generate Meeting Placeholders: Meeting placeholders only includes the basic information about the meeting and the participants list. It does not include agenda items, sharing with other org units or other related information. To add more information, use the Copy function, which is described in the following section.


Copying content to or from another meeting

One can copy the content from one meeting to another by following these steps:

  1. Open the "Series" tab page, or select "Copy / Create New Meeting" from the tasks menu.
  2. Click "Copy / Create New Meeting"
  3. Select "Copy to Existing meeting". Select which meeting in the series to copy the content to
  4. Select what content to include. 
    • Shared With Org Units: Copies the org units that the meeting has been shared with.
    • Objects: Copies the objects tied to the meeting
    • Sections: Copies the open sections and its description (without actions/decisions)
    • Closed sections: Copies the closed sections
    • Closed actions: Copies the closed actions. Note that open actions from any meeting, are available in the series in the "Decisions / Actions Log".
    • Decisions: Copies the decisions. Note that decisions from any meeting in the series, are available in the "Decisions / Actions Log".

Also from the Tasks menu there are various functions for copying meetings and meeting content:

  • Copy/Create Meeting: Works the same way as described above.
  • Copy section from Template: This willy copy sections from any meetings that have been marked as a template.
  • Copy sections from previous item in series: Select a previous meeting in the series to copy the sections from
  • Transfer Content to Next in Series: Will copy agenda / sections with content. Existing actions will be closed and marked as transferred to the next meting in series.

Actions and decisions

The "Actions" and "Decisions" tab pages can be toggled to be viewed / hidden from the Tasks menu: "Show/Hide Tabs":

  • The Decision / Actions log tab page will list all decisions and actions that has been registered in any of the meetings in the series.
  • Open Actions will show the open actions in the series.