CAIRO: Adding and Editing Meetings

You can view meetings from the main menu by clicking Meetings to display the meetings calendar.

From this screen you can click on ADD to create a new meeting, or click on a meeting date to edit the meetings settings.

Click on the ADD button now to create a new meeting. This form is displayed:

Here you can enter the following information:

Meeting Name a way of identifying the meeting

Committee from the drop down list, select the committee this meeting is for

Date and time is the date and time the meeting takes place

Venue select from the drop down list the location of the meeting

Recorder select the name of the recorder for the meeting

When these details are correct, click on ACCEPT.

The meeting calendar is re-displayed with the new meeting in the correct period.

As the life of a meeting progresses more information becomes connected to the meeting. Find the meeting in the calendar and click on it to display this form:

There is additional information available. Firstly, you can click on the blue underlined Committee Name to view details on the committee.

Secondly, there may be ToDo actions added to the meeting (see ToDo Actions). You can add ToDo actions directly from this screen. The ToDo action is then for this meeting. You can use this ToDo list to make sure everything required for a meeting has been taken care of.

Next we have Linked Documents, which are documents required for the meeting. Usually circulated in advance of course. You can create a new document from this screen.

Finally there is an attendance list. Of course you cannot fill this in until after the meeting has taken place. There are two boxes here: the first is for the committee members - so by default they are all selected. The second is for any substitutes. Attending members are highlighted. You can select or de-select any members by holding down the [CTRL] key and clicking with the mouse.

NOTE: Only certain users have an option to delete a meeting. Obviously removing meetings is something which should be done with some care. When a meeting is deleted all attendance details are removed and any links to documents and committees. The documents and committees details are not removed.

See also: