The Meeting Details page captures the key information for a meeting. Remember that a Meeting in MinuteMe is essentially a folder for all instances of a meeting you have around a task/topic/event/project. Read the get started guide on what is a meeting.
The My meetings dashboard is the primary place to access your meetings.
Additionally, a meeting can be accessed from any of its related occurrences using the meeting name link at the top of the Occurrence details page.
Most of the meeting’s details are updated in the Edit Meeting window. Simply choose Edit from the Action menu next to the meeting’s name, in the Meeting details page.
Use the action menu to edit the meeting.B
Use the Edit option to open the Edit Meeting window.
Set the meeting’s Regular Location in the Edit Meeting window, which is accessible via the meeting’s settings icon on the Meeting details page.
Set the regular location against the meeting only if it is regularly held at the same location, as this location will automatically be applied to each occurrence of the meeting. The location can be set or overridden for each occurrence if the location is different.
The Location is displayed in:
- The agenda email sent from an Occurrence
- The Daily Meeting Preparation email you will receive on the day you have an occurrence
- The Occurrence Details page
- The PDF minutes
- The email copy of the minutes
Additionally, when the minutes are sent via email, the minutes will include the date, time and location of the next scheduled occurrence, if one has been set up. So this can be useful to let the attendees know about the next meeting and its location.
A special topic called the Action Item Review appears as the first agenda topic on all occurrences that are set to Automatically include previous action items for review during the meeting. The special topic gives details of all action items still open from previous occurrences, any action items closed since the previous occurrence, and any action items that have been linked from another meeting.
This setting is applied to all new occurrences created for this meeting, and can be updated for an individual occurrence on the Occurrence details page.
The meeting category is used on the My meetings dashboard and My action items dashboard accessible from the left navigation menu, to assist with identifying your activities based on your own convenient groupings.
Regular attendees and meeting permissions are accessed via the meeting’s action menu, or via the + add user icon next to the list of attendees in the Meeting details page.
Users added to the Meeting will become the initial list of attendees and permissions when each occurrence of the meeting is automatically created by MinuteMe. The attendees and permissions can be adjusted for each specific occurrence if needed.
To add a new user, type their name in the Search by name or add an email address box. If the person attends other meetings with you, their name will come up in the search results. If they are not someone who attends a meeting with you already in MinuteMe, you will need to enter their full email address. Once their name or email address is entered, choose the Add button to add them to the list of users.
When a new user is added to a Meeting, if their access level is any value other than None they will receive an email inviting them to access the meeting in MinuteMe. They will be required to accept the invitation via the Notification Center before they will see the meeting in MinuteMe.
After the user has been added you can assign their permissions:
- Attends: is used to indicate the person regularly attends the meeting. This information is used for each occurrence of this meeting to identify people who can be marked as absent/present for the minutes, and to allow action items to be assigned. Action items can only be assigned to attendees.
- Access Level: specifies the amount of information the person can see and change in MinuteMe. In summary:
- None: The user will receive minutes and action items via email only, and have no access to the occurrence in MinuteMe.
- Read: The user will view the minutes and action items in MinuteMe and cannot make any changes to the occurrence in MinuteMe.
- Write: The user will be able to add topics, and update attendance, minutes, action items and documents linked to the occurrence. These users cannot change the occurrence details or attendees/permissions.
- Admin: The user has full access to read and write, as well as change the occurrence details and permissions.A
Search for a person by name or email address. If they do not appear in the list, just type their email address and click Add.B
The user’s permission status indicates supporting information to do with the user’s permission:
A Resend link indicates they have been sent an invitation and have not yet accepted it. These users will not be able to view the meeting in MinuteMe. If the user did not receive the email, or has requested you to send it again, click this link to send them an email. The link will momentarily disappear while it sends the email, and then reappear after the email is sent.
A Rejected label indicates they have rejected their invitation to view the meeting in MinuteMe. These users will not be able to view the meeting in MinuteMe. To re-invite them, delete them from the list and Save, then add them again.
A Left label indicates they no longer wish to have access to the meeting. These users will not be able to view the meeting in MinuteMe and cannot receive agenda or minutes emails. To re-invite them, delete them from the list and Save, then add them again.
If you are the only user with Admin access, you are unable to delete your permission or change it to a lower level of access. In order to change your access, there must be at least two users with Admin level access.Tip: Updating the attendees and permissions on a meeting has no bearing on their access to the other occurrences that already have information entered against them. If you wish to add or change attendees or permissions to past occurrences you should update each occurrence’s permissions on it’s Occurrence details page.
Tip: For full details on the types of access levels for a meeting, refer to the Permissions help guide.
The recurrence of the meeting is used to determine if MinuteMe should create regular occurrences.
Editing the Schedule
To edit the recurrence details, choose the Edit option in the meeting’s action menu on the Meeting details page, or click the schedule definition link.A
Schedule definition link - click to open the Edit Meeting window.A
Use the action menu to edit the meeting.B
Use the Edit option to open the Edit Meeting window.
If the Recurrence is set to something other than Does not repeat regularly, the scheduling pattern is used to create occurrences on the dates created by the pattern. Of course it’s still possible to also add one-off or ad-hoc occurrences as well, if these fall outside a regular pattern.
If the occurrence is not regularly scheduled, choose the Does not repeat regularly option and you just create an ad-hoc occurrence each time you meet.
Stopping pre-generated occurrences
If the meeting’s recurrence has ended you should set the To date of the recurrence schedule.
To edit the To date, choose the Edit option in the meeting’s action menu on the Meeting details page, or click the schedule definition link.
When you change this date and Save, MinuteMe will delete any pre-created occurrences after this date that have not been modified by you, and will leave any future occurrences that have been created by you. You can still create ad-hoc instances at any time, and beyond this date.
If you have previously set No end date for the meeting, you will need to deselect the No end date option before you can enter a new To date for the generated occurrences.Tip: If in future, you wish to start the meeting series again, follow the steps below in the section Changing the schedule dates.
Changing the Schedule dates or meeting time
One of the benefits of keeping all occurrences of a meeting in the same folder is you can see the full history of that meeting over time. So if you need to change the schedule of the occurrences, rather than creating a brand new meeting you can change the dates by following these instructions to make sure the change runs smoothly.
To edit the schedule, choose the Edit option in the meeting’s action menu on the Meeting details page, or click the schedule definition link.
To change the recurrence schedule - for example, if your meeting moves from a Monday to a Tuesday or moves from 10am to 11am - perform the following steps:
- Edit the meeting and put a To date into the recurrence schedule. This To date would be the last time the occurrence was held or is due to be held on the Monday or at 10am. You may have to deselect the No end date option if this is selected, in order to enter the To date. Choose Save to apply these changes to your meeting.
- Subsequently, edit the meeting again, this time changing the recurrence From date and To date (or use No end date) to the new dates, and also update the Meeting Schedule to be the date/time of the first meeting in the new schedule. Choose Save.
Stopping occurrences for a period of extended leave
If you are taking a period of extended leave and you know in advance that the occurrences during that time won’t be held, you can modify the schedule to remove these occurrences and make sure that daily preparation email reminders will not be sent.
There are two approaches available:
- Archive each of the occurrences that won’t be held. Refer to the Archiving Occurrences help guide.
- Change the meeting’s recurrence schedule to stop before the extended period, and restart again after the extended period. Follow the steps in Changing the Schedule dates or meeting time in this help guide.Tip: If you just wish to stop receiving all emails from MinuteMe during your time of leave, you can update your Notification Preferences via your profile page.
Remember that an “Occurrence” in MinuteMe is an instance of a meeting. It may be a scheduled discussion, or an ad-hoc discussion, but typically involves people getting together in-person or virtually, to discuss something at a particular date and time.
One of the benefits of keeping all occurrences of a meeting in the same folder is you can see the full history of that meeting over time.
The Meeting Details page is the place to view the history of all past occurrences, the next up-coming occurrence, and future occurrences regardless of whether they are scheduled occurrences or ad-hoc occurrences.
Use the Create new meeting occurrence link to create a new occurrence. This would typically be used for the times you meet that are outside of a regular schedule, yet you still wish to capture the discussion points and action items.
Tip: An ad-hoc occurrence may have the same attendees and access levels and default topics as the meeting, or you may choose to change these for the ad-hoc occurrence.
The future meeting occurrences are listed and accessible from the Occurrences tab on the Meeting Details page.
Future occurrences are displayed in the Next Meeting list section. Only the next immediate occurrence after today is shown by default, but you can click show more to display more occurrences if you need to look further into the future.B
The TODAY’S MEETING / NEXT MEETING section shows the next (or current) occurrence of the meeting. The meeting will be listed as TODAY’S MEETING for the whole day except when it’s in progress, it will be MEETING IN PROGRESS. If the next meeting is in the future it will be listed as NEXT MEETING.
If there is no future scheduled occurrence, you will see a message allowing you to create a new ad-hoc meeting occurrence.
Occurrences that are over 1 week old, and have had no minutes created may be occurrences that were “missed” or “not held”. This could happen if you have a weekly scheduled meeting, for example, and the meeting wasn’t held because someone was away.
We highlight these occurrences for you in the Past meetings list. From here you can click the Archive now link to archive it.Tip: For more information, view the Archiving Occurrences section on the Archiving Meetings and Occurrences page.
Click on the Agenda Template tab of the Meeting Details page.
These are the agenda topics that are typically or regularly discussed in each occurrence of the meeting. These topics and any notes associated with them will become the default agenda of each occurrence of the meeting.
The common agenda topics in the Agenda Template can be changed at any time however only occurrences that do not already have agenda topics will inherit the changes made.Tip: Any occurrence that has already had minutes topics created will not inherit any changes made to the agenda template.
You can add topics and sub-topics, drag the order of the topics around, assign an owner to the discussion topic, and even add content you wish to automatically be added for each occurrence.A
Use the blue Meeting tab to manage the agenda template.
This notice is to remind you that you are modifying the template - not an individual occurrence.
Add, change and delete your regular agenda topics. Use drag-and-drop to change the order of the topics and move them between a topic and subtopic.
The Action menu on each topic allows you to add/remove topics.
Assign an owner to the discussion topic, and even add content you wish to automatically be added for each occurrence.
The action items tab shows all action items across all occurrences of the meeting.
The action items are grouped by the Occurrences where the action items were created. Click the Occurrence title link to go to the Occurrence’s action item page. Alternatively, click the link-out icon to open the specific topic where the action item was created.
Action items can be edited here if you have write access to the occurrence - click on the checkbox to mark them as complete, or click the title / due date / assignee to change the action item.
Tip: Action items cannot be added directly to a Meeting - they must be added to an Occurrence. For more information, refer to Adding action items section on the Action Items help guide.
The meeting can be archived to hide it from your dashboards and other views. This is particularly useful if you have meetings that are no longer active or current and don’t need them in your regular views any more. The information is not deleted from MinuteMe so it can be retrieved later.
The meeting can also be retrieved from the archive to return it to the dashboards and other views.
When the meeting is archived, it is removed from the dashboards and other views of all users that have access to the meeting.
If you no longer attend the meeting, and no longer wish to have any visibility of the meeting, you can leave the meeting.
Leaving the meeting means:
Leave the meeting by choosing Leave from the action menu next to the meeting’s name, in the Meeting details page. You will be asked to confirm if you wish to leave the meeting.
If you require access to the meeting again in future, you must be invited by a user who has Admin access to the meeting.