A series is a collection of meetings around a specific task/topic/event. Typically the series is defined with a regular repeating/recurring schedule, however it is possible that meetings in the series don’t occur regularly, but are still related to the same task/topic/event.
The details associated with the series are essentially:
A series can be updated after accessing one of the meetings in the series using the meeting details page. The series is essentially represented by the left hand panel that contains the list of all meetings in the series.
To edit the details for the series, choose Edit this series from the action menu next to the series name in the left panel, or Edit meeting series from the action menu next to the meeting name in the right panel.
Specifying whether a series Repeats is used to determine if MinuteMe should create regular meetings.
Editing the schedule
Use one of the following methods to edit the series schedule:
If the Repeats is set to something other than Does not repeat regularly, the scheduling pattern is used to create meetings on the dates determined by the pattern. Of course it’s still possible to also add ad-hoc meetings as well, if these fall outside a regular pattern.
If the meeting is not regularly scheduled, choose the Does not repeat regularly option and create an ad-hoc meeting each time you meet.
Stopping pre-generated meetings
If the repeating schedule has ended you should set the until date of the series schedule. This is done in the Edit series window.
When you change the until date and Save, MinuteMe will delete any pre-created meetings after this that have not been modified by you, and will leave any future meetings that have been created by you. You can still create ad-hoc meetings at any time, and beyond this date.
If you have previously set No end date for the series, you will need to deselect the No end date option before you can enter a new until date for the generated meetings.
Changing the Schedule dates or meeting time
One of the benefits of keeping all meetings of a series 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 meetings, rather than creating a brand new series, you can change the dates by following these instructions to make sure the change runs smoothly.
Stopping meetings for a period of extended leave
If you are taking a period of extended leave and you know in advance that the meetings during that time won’t be held, you can modify the schedule to remove these meetings and make sure that daily preparation email reminders will not be sent.
There are two approaches available:
Set the regular location on the series only if the meetings are regularly held at the same location. This location will automatically be applied to each meeting of the series. The location can be set or overridden for each meeting if the location is different.
The location is displayed in:
If an Online location link is entered, its plain text name (e.g. Zoom, Teams, Google meet, Online) will be displayed alongside the meeting’s location. In addition, the Print/Send Minutes button turns into a link to join the online meeting half an hour before a meeting starts, so you can easily connect with your online meeting platform from within MinuteMe.
Set the series’ Regular Location in the Edit series window, accessible via the action menuon the meeting details page.
A special topic called the Action item review appears as the first discussion topic on all meetings 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 meetings, any action items closed since the previous meeting, and any action items that have been linked from another series.
This setting is applied to all new meetings created in this series, and can be updated for an individual meeting via the Agenda template overlay.
A series is assigned to a category, and all meetings within that series belong to the same category. It is not possible to have meetings within a series belong to different categories.
Click on the current categoryto move the meeting to another (new or existing) category.
Read more information in the categories help guide.
Regular attendees and meeting permissions are updated in the Edit series window accessed via the meeting details page.
Users added to the series will become the initial list of attendees and permissions when each meeting of the series is automatically created by MinuteMe. The attendees and permissions can be adjusted for each specific meeting if needed.
Adding a new user
If the person attends other meetings with you :
If they are not someone who attends a meeting with you already in MinuteMe :
- Enter their full email address in the Search by name or add an email address box.
- Once their name or email address is entered, press enter.
After the user has been added you can update their permissions:
Access Level: specifies the amount of information the person can see and change in MinuteMe. In summary:
The user’s permission status indicates supporting information to do with their access:
New indicates they will receive an invitation for this series. The invitation will be in-app if the person is already a member of the workspace, or otherwise via email.
New indicates they will not receive an invitation for this series. This is because their access level is set to None.
Pending 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 the Pending status to reveal a popup menu containing a re-send button.
Rejected indicates they have rejected the invitation to access meetings in the workspace. 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.
Left [meeting] 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, check their access to the series as well. Delete them from the list and Save, then add them again.
Left [workspace] indicates they have left the workspace. 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 series/meeting separately, save, then add them again.
Revoked indicates they have been removed from the workspace. 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 series and save, then add them again, then delete them from the meeting 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.
Remember that a Meeting in MinuteMe is an instance of a Series. 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 meetings in a series is you can conveniently see the full history of that series over time.
Use the Add meeting to this series button in the left panel to create a new meeting. 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.
After you create a one-off meeting, you can convert it to a repeating series later. Choose Convert to series from the action menunext to the series title in the left panel of the Meeting details page.
The past and future meetings in the series are listed and accessible from the left panel on the Meeting details page.
This panel can be collapsed for your convenience, to allow you to focus on entering the minutes for a specific meeting.
The Agenda template is a list of discussion topics that are used as the starting point for each meeting in a series.
The Agenda template can be applied from a Library template and then refined, or by starting with a blank template to create your own regular agenda topics.
A Library template contains a list of topics that’s available for use across all of your series, whereas an Agenda template contains a list of topics for use across all meetings in an individual series. Read more on the Library templates page.
In a meeting without any topics, use the Add agenda template button. Choose:
In a meeting with existing topics:
For a different set of topics as the starting point for your meeting, you can choose a template and apply it to the current meeting only, or to the current and future meetings in the series.
To apply a different template, choose Replace from library from the Manage template menu below the meeting’s topics.
If the template is applied to this meeting, the regular topics that have not been updated will be replaced with the new topics from the Library template, and any regular topics that have been updated as well as any irregular topics will be retained.
If the template is applied to this and all future meetings, all topics in the current Agenda template will be replaced with those from the updated Library template. For the current and any future meetings that already have content, the regular topics that have not been updated will be replaced with the new topics from the Library template, and any regular topics that have been updated as well as any irregular topics will be retained.
The agenda template can be updated at any time and updates will be automatically applied to any meetings that don’t have any content yet.
If content has already been added for a meeting (such as topics added or updated, action items added or documents added) then changes to the Agenda template will not automatically be applied to that meeting. To reapply the Agenda template to an individual meeting in the series, choose Reapply current template from the Manage template menu below the meeting’s topics.
The Agenda template is edited in the Agenda template layover. The Agenda template layover is accessed when you are viewing a meeting in a repeating series:
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 meeting.
The initial topic content can be one of:
A notification will be displayed next to the Manage template menu below the meeting’s topics if the Library template used for this meeting has been updated.
Once you have “read” the notification it will turn grey. To remove the notification altogether, you must reapply the Library template, or choose Clear this template.
Click View updated template to review the changes. You can accept the changes and replace the topics in the Agenda template, the current and future meetings by selecting Replace template.
If the Library template is replaced, all topics in the current Agenda template will be replaced with those from the updated Library template. For the current and any future meetings that already have content, the regular topics that have not been updated will be replaced with the new topics from the Library template, and any regular topics that have been updated as well as any irregular topics will be retained.
To clear all topics in an Agenda template, as well as remove the link to its original Library template, choose Clear this template from the action menunext to the Agenda template title in the Agenda template layover.
A series (or one-off) can be moved to another workspace by choosing Move to other workspace from the action menunext to the series title in the left panel of the Meeting details page.
Select the target workspace, and the target category within that workspace.
All meetings within the series will be moved to the new workspace. It is not possible to move an individual meeting to another series or workspace.
All members of the meeting with an access level other than None will be added to the target workspace. If the meeting member is:
part of the trusted email domains for the target workspace, they get added as a member and are not required to accept the new workspace.
not part of the trusted email domains for the target workspace, they will be added as a guest and are required to accept an invitation to join the workspace.
All members of the meeting with an access level other than None will receive an in-app notification that the meeting has been moved.
A series cannot be deleted in MinuteMe, and archiving is the approach used instead.
Refer to the next section Archive a series.
A series can be archived to hide it from your dashboards and other views. This is particularly useful if you no longer have meetings in the series and don’t need them in your regular views any more. The information is not deleted from MinuteMe so it can be retrieved later.
After opening any meeting in the series, choose Archive from the action menunext to the series title in the left panel of the Meeting details page.
For more information, refer to the Archiving series and meetings help guide.
From the series dashboard, apply the filter for archived meetings.
If you no longer attend meetings in a series, and no longer wish to have any visibility of the meetings, you can leave the series.
Leaving the series means:
Leave the series by choosing Leave from the action menunext to the series title in the left panel.
If you require access to the meeting again in future, you must be invited by a user who has Admin access to the series or individual meeting.