Managing agendas using Forward Planner

The Forward Planner centralizes access to agendas with a calendar-based view for planning across the year or quarter. This article describes how to access the Forward Planner, search and filter agendas, create an agenda, and connect an agenda to a book.

Access the Forward Planner

Use the Forward Planner to collaborate on future meeting content before the final book is created.

Select Agendas from the navigation menu.
You are taken to the Agendas page.

Agendas are displayed on a calendar, allowing you to review planned agendas over time. You can move through the calendar and choose between two views:

Annual view – displays agendas across four quarters
Quarterly view – displays agendas across three months

Select an agenda to view more details.

Find an agenda

Use the search or filters to find agendas in the Forward Planner.

Search by keyword

To find an agenda using search, enter keywords (like the meeting title) into the Search field on top of the screen.

The agendas update to display results.

Filter by committee

Select the Filter by committee dropdown menu.
Select a committee name.

The agendas update to display results.

Filter by type

Select the Filter by type dropdown menu.
Select a connection status:

Agenda connected to book – identifies agendas that have moved to book preparation
Agenda not connected to book – identifies agendas that still need to be converted to books

The agendas update to display results.

Create an agenda

You can plan future agenda content in Forward Planner using the integrated Agenda Builder.

From the Agendas page, select Create agenda, available on the top-right of the screen or inside a time block on the calendar.

The Create Single Agenda page opens.
Enter a Title.
Choose a Meeting start date. When you select this field, a calendar interface opens, from which you can choose a date.
The Meeting end date field defaults to the start date you selected. To change the end date for meetings that span multiple days, select the field and choose a date.
Optional. Add Meeting information or Additional information in the corresponding fields.
Select Continue.
Use the radio buttons to set book access permissions for committees. Three permission options are available:

No access: No one in this group can see the book.
Can access: Directors and administrators in this group will be able to view the book. Administrators in this group are not able to edit the book.
Admin can edit: Administrators in this group are able to edit the book, and directors will be able to view the book once published.

Note

At least one committee must have Admin can edit access.

Select Save.

The Agenda editor appears. For information on building the agenda structure and adding documents, see Building the agenda structure with Forward Planner .

Turn a planned agenda into a book

Save time by connecting a planned agenda to a book. Once connected, the book structure and agenda structure update automatically.

Navigate to the Forward Planner.
Use search or filter to find the planned agenda on the calendar.
Select the agenda name.

You’ll be taken to the Agenda editor.
Select Create book on the top-right of the screen.

You’ll be taken to the Book editor. The agenda items and documents are added to the book structure.