Meetings are where people come together to discuss or inform about a given topic. All the meetings have a given location (where the meeting will happen - which could be online) and start and end date and time (when the meeting will happen).
Regarding the location, depending on the configuration of the meetings component, you can have:
In-person meetings: where you get together in a given physical location.
Online meetings: where you get together using an external service (for instance Zoom or Jitsi Meet) - the online link is shared on the event just before it starts and throughout the meeting.
Hybrid meetings: where there is an online meeting which is also being streamed online.
If you wish to be notified of all meetings relating to an entity in the Community Portal, whether that is an Assembly or a Process, click on the meetings tab and click Export Calendar. This provides you with a link to add the calendar in your tool of choice.
To subscribe to all events site-wide, follow the same process but use the Meetings & Events menu item on the main menu.
To create a meeting you need to be logged in as a team lead or assistant team lead.
It's not possible at this time to create recurring meetings, but you can very quickly duplicate an existing meeting using the clipboard icon.
Through registrations you can have capacity control of the attendance for a meeting. With this feature, for instance, you can limit how many people could attend to the meeting, or you can know before the start of a meeting if you need to find a bigger room to have the meeting.
Enabling this feature will add a button so that participants can express their wish to go to the meeting. Depending in how this feature is configured, then:
It’s possible to define how many slots are available for controling the maximum capacity for this meeting
A custom registration form for asking information to participants can be configured
Administrators can make invitations to other participants or people that aren’t registered on the platform
It’s possible to control attendance to the meeting through check-in codes - for example if you want to verify attendees have a valid ticket when they arrive at an event.
When registering to attend a meeting, users are presented with the option to show their attendance publicly, and also whether they are attending on behalf of another group.
To enable registrations for a meeting:
Instead of using external tools for taking notes, we now have an Etherpad instance for the Mautic community, which is fully integrated with the community portal. This allows us to have notes embedded within meetings - also allowing people to take part asynchronously - which becomes available 24 hours before the meeting starts, and becomes read only 72 hours after the finish time of the event passes. Users have to be logged in to interact on the pad.
The pad will appear automatically - you don't need to do anything.
The pad iframe is accessible for 24 hours before and 72 hours after the meeting. After the meeting, the read only pad is shown.
Please ensure that an agenda is added to meetings. It helps people to better understand what is going to be discussed, and allows you to keep focused when running the meeting.
The agenda feature allows an administrator to define the schedule for a meeting. It’s possible to define agenda items and sub-items, with every one of the topics that will be discussed in the meeting, along with a description and the duration of every item and sub-item.
To define an agenda for a meeting:
It's a good idea to make an announcement on Slack / Social the day before the meeting to remind people, and also an hour before the meeting starts.
Refer to the agenda, and have someone take notes (rotate this person each meeting) on the Etherpad.
Take note of who is in attendance (individuals, companies, groups represented) and if any proposals are being discussed and be sure to record the meeting as appropriate.
After a meeting has passed it’s possible and recommended to close the meeting. This allows you to adds the minutes, the notes that gives a summary on what was discussed during the meeting, the agreements reached, decisions made, etc.
This allows to bring transparency to the meeting and also serves as a record of the different meetings.
It’s also possible to add other kind of metadata to the meeting, such as what organizations has attended, how many attendees and contributions were, and what proposals were discussed.
To close a meeting:
Please be sure to provide a link to the meeting recording (upload to the community shared Google Drive).
When you associate a proposal with a meeting, it is also shown in the proposal overview.
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