Series

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:

• The schedule of the meetings in the series - whether repeating or not.
• The name of the series, which is also the regular name of each meeting in the series.
• The regular location of each meeting in the series.
• The regular attendees for each meeting in the series.
• The access levels for user access to the series.
• The personalized category used to organize this series on the schedule and series dashboards.
• The agenda template that describes the regular discussion topics for each meeting in the series.

Editing a Series

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.

Schedule

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:

• choose Edit this series from the action menu next to the series title
• choose Edit meeting series from the action menu next to the meeting title
• choose Edit the series schedule from the meeting date displayed under the meeting title

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.

1. Open the Edit series window, on the When tab.
2. Uncheck the No end date box and add an until date. This until date would be the last time the meeting was held or is due to be held.
3. Choose Save to apply these changes to your series.
4. Subsequently, edit the meeting again, this time changing the First meeting to be the date/time of the first meeting in the new schedule and modifying the Repeats details as needed. Modify the until date (or use No end date. Choose Save.

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:

1. Archive each of the meetings that won’t be held. Refer to the Archiving meetings help guide.
2. Change the schedule of the series 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.

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Regular Location

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:

• The dashboards
• The agenda email sent from a meeting
• The Meeting details page
• The PDF minutes
• The email copy of the minutes
• The Daily Meeting Preparation email you will receive on the day you have a meeting

If an Online location Url 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.

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Review Action items from previous meetings

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.

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Category

The category is used on the series and schedule and My action items dashboards to help organize your meetings and series.

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.

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Regular attendees and meeting permissions

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 :

1. Type their name in the Search by name or add an email address box.
2. Click on their name from the search results, or press enter.
   

If they are not someone who attends a meeting with you already in MinuteMe :

1. Enter their full email address in the Search by name or add an email address box.
2. Once their name or email address is entered, press enter.

After the user has been added you can update their permissions:

• Attends: is used to indicate the person regularly attends the meeting. This information is used for each meeting of this series 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 visibility of the meeting in MinuteMe.
  • Read: The user will view the minutes and action items in MinuteMe and cannot make any changes to the meeting in MinuteMe.
  • Write: The user will be able to add topics, and update attendance, minutes, action items and documents linked to the meeting. These users cannot change the meeting details or attendees/permissions.
  • Admin: The user has full access to read and write, as well as change the meeting details and permissions.

Invitation status

The user’s permission status indicates supporting information to do with their access:

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.

Rejected 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.

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, 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 list, 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 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.

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Managing meetings in the series

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.

The sidebar in Meeting Details page is the place to view the history of all past, the next up-coming, and future meetings regardless of whether they are scheduled meetings or ad-hoc.

Creating an ad-hoc meeting

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.

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Converting a one-off meeting into a series

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.

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Today’s Meeting / Next Meeting

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.

Agenda Template

The Agenda template is a list of discussion topics that are used as the starting point for each meeting in a series.

Choose View agenda template from the action menunext to the series title in the left panel of the Meeting details page.

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:

• Blank : Keep the content as empty but default the topic title and assignee.
• Copied from previous meeting : Copy the content from the same topic in the previous meeting, to be the starting point for the current meeting. The topic title and assignee will be set based on the information entered here.
• As detailed below : Type some static text to be the starting point for each meeting.

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Move series to other workspace

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.

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Delete a series

A series cannot be deleted in MinuteMe, and archiving is the approach used instead.

Refer to the next section Archive a series.

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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.

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Accessing archived series

From the series dashboard, apply the filter for archived meetings.

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Leave the series / meeting

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:

• You will no longer receive any notifications (including minutes) for the meetings
• You will no longer see the series on the dashboard page.
• You will no longer have any access to the meetings or series.
• Users with Admin access to the series will receive a notification that you have left.

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.

Leaving a series does not leave the workspace. If you wish to leave all meetings within a workspace, and the workspace itself, refer to the Leave workspace section of the workspaces help guide.

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