Meeting templates

Each meeting is organized based on a meeting group and one or more meeting templates. The meeting template is a subset of a meeting group and is important to the structure of a meeting. It holds the meeting details, the agenda, and the meeting minutes.

Meeting templates for your organization are created during implementation, with help from the Diligent One Customer Support team. The Meeting templates section in Settings includes a list of current meeting templates.

1. Select the Settings icon on the Navigation Bar, then select Meeting templates. The Meeting templates page displays the available meeting templates.

2. Meeting templates are organized by name, meeting group, location, and time.

3. Select the options icon on the right of a meeting template to duplicate or delete the template.

Create or edit a meeting template

Each meeting template contains preset meeting details, agenda parts, and the related minutes page. Users can edit meeting template they are Board admins on. User Admin can also create a new meeting template from an existing template by editing the relevant section and saving the template with a new name.

1. To edit a meeting template, select the relevant meeting template name.

2. To create a new template, select Duplicate in Options. A meeting template copy is added to the list. Select copy to start the edit.

Meeting template: Meeting Details

The Meeting template edit page holds three tabs: Meeting Details, Agenda, and Minutes.

1. In Meeting Details, you can edit the following fields:

   • Meeting group: Change the meeting group to which the template is assigned. You can also access the current meeting group page by selecting the link icon next to the Meeting group field.

   • Name: Change the name of the template.

   • Hour, Minutes, Period: Edit the exact meeting time for the template.

   • Duration: Edit the length of the meeting time for the template.

   • Location: Edit the location of the meeting for the template.

2. In Security, set the Members only meeting toggle to be on or off. If you select the member-only option, you can’t publish on the Public site the meetings that you create with this template, and you can’t add public attachments.

   Note

   When you change the selection on this toggle, changes will take effect for upcoming meetings only. The settings that were in use for previous meetings do not get updated retroactively. For example, you can’t unpublish meetings and attachments on the Public site when you set the meeting template to be member-only. Content that was published or attached publicly will remain public.

3. Turn on or off Public request to speak. For example, if you choose the off setting, you hide the Public request to speak option on the public site for the meeting type.

4. In Archived, select the Archived Meeting Template checkbox to archive the meeting template. This setting disables the ability to add new meetings using this template, but keeps the public meetings available.

5. In Public site, if the meeting is public, enter a short description of the meeting that will be published. You can view the description for the most recent meeting on the Public site by selecting the link icon next to the Description Text box.

6. To save your changes, select Save.

Meeting template: Agenda

The meeting template Agenda section is like the Agenda Builder in Community. It holds the same parts of the agenda, and you can organize agenda items the same way as on the Agenda Builder.

1. Duplicate, move up or down, or delete items.

2. Add standing agenda items to the agenda, or add section, subheading, or recommended action to agenda items.

3. Add Standing Members briefing notes. The notes you add here will show on each meeting agenda that you create with the meeting template.

4. Set section to member-only or turn section to consent section or public comment.

5. Use the toolbar at the top of the page to format text.

6. Select the placeholder icon on the toolbar to choose and insert placeholders in the header like meeting date, meeting name, meeting template name, organization name, meeting date and location, or the date the meeting was revised or published.

7. Your changes are saved automatically.

Meeting template: Numbering

Updating the numbering configuration allows you to customize your agenda heading and item numbering to be a combination of numbers, letters, or roman numerals. Updates on the template only apply to future meetings that have not been shared or published. Updating the numbering on the template does not update past meetings, previously shared, or published meetings.

1. From the left navigation menu, select Settings > Meeting Templates.

   The Meeting templates page opens.

2. Open a meeting template and select the Agenda tab.

3. Select the Agenda settings icon .

   The Agenda settings panel opens.

4. From the Public settings agenda release day dropdown menu, select the day you want to release the agenda.

5. To show only items titles on the public agenda, select the Show member only item titles on public agenda documents checkbox.

6. To hide recommended actions on the public agenda, select the Hide recommended action on the public agenda checkbox. The recommended actions will show for members.

7. From the Section Format dropdown menu, select the numbering selection format.

8. From the Agenda Item Format dropdown menu, select the numbering agenda item format.

   The numbering is updated in the Section. It is automatically saved.

   The numbering is updated in the Agenda template. It is automatically saved. It will also update any future meetings of this template that have not been shared or published.

Meeting template: Minutes

The Minutes tab is related to the Agenda tab of the meeting template and displays the sections from the agenda.

1. Select the header or footer to add or edit header or footer content.

2. To insert the roll call in the minutes, select the Add roll call placeholder icon on the toolbar.

3. To insert placeholders in the header of the minutes such as date or time, select the Add placeholder icon on the toolbar.

4. Select the Toggle the options icon in the top right of the page.

   The Minutes settings panel opens.

5. In the Publish settings section, select the checkboxes beside the option that you want to enable:

   Note

   You need to update these settings before you create a meeting.

   • Publish Draft minutes publicly when “added to agenda” or “publish” minutes.

   • Include minutes attachments in PDF.

   • Show member only item titles on public minute documents.

   • Always record votes, this will set all voting results in minutes. It remove the option for anonymous votes.

   • Use digital voting

6. To input minutes signature lines, in the Input role for signature field, enter a role to add to the signature, and select Add.

7. To set the quorum , from the Quorum needed dropdown menu, select the level needed.

8. To set the vote type for the meeting template, complete the following steps:

   1. In the Name field, enter a name.

   2. From the Type dropdown menu, select the level needed.

   3. Select the checkbox to include whether weighted voting is used.

   4. Optional: Select Board to navigate to the Edit meeting group page.

   5. Select Add vote type to add another vote type and repeat steps a to c.

   To learn more about all the voting options in Community, see Voting.

   Your changes are saved automatically.