Meeting Planner – Manage Meetings

Manage Meetings is one of the two options available in Admin Hub > Meeting Planner. It allows you to create shared meeting settings in Diligent Entities, thus improving scheduling workflow and the distribution of key information related to the meetings.

To access Manage Meetings, select the Admin Hub icon Admin Hub icon in the Navigation Bar on the left of the home page.

A menu of options displays.

Select Meeting Planner, then select Manage Meetings.

The Meeting Settings screen displays in three tabs:

  • Meeting Types

  • Agenda Item Purpose

  • Agenda Supported By

On the Meeting Types tab, you can add your own meeting type, such as different types of leadership or committee meetings.

Note

The meeting type that is created here can be reported on or filtered for in Quick Reports.

To create a new Meeting Type

  1. Select Add New in the top-right hand corner of the Meeting Types panel.

    Add New Meeting Type dialogue displays.

  2. Enter the name of the new meeting type in the field.

  3. Select Save to save the new meeting type.

    The new meeting type title displays in the list of Meeting Types.

To deactivate a meeting type

  1. On the Meeting Types tab, select the Options icon to the right of the meeting type name that you want to retire.

  2. Select Deactivate.

    The deactivated meeting type is now listed under Inactive on the Meeting Types tab.

Note

The meeting type that has been deactivated can no longer be selected when creating a meeting in the Meeting Scheduler. However, it is possible to run a report on deactivated meeting types.

To reactivate a meeting type

  1. Select the Options icon to the right of the meeting type name listed under Inactive.

  2. Select Reactivate.

    The meeting type is now listed under Active on the Meeting Types tab.

Note

The Delete function is only enabled if a meeting is no longer in use in any of the past, current or future meetings saved in Diligent Entities. When you delete a meeting type, you can no longer run a report on them.

On the Agenda Item Purpose tab, you can set up agenda item purpose types to describe the objective of individual items on a meeting agenda. Commonly used purpose categories for agenda items could be policy, discussion, proposal, action and so on.

To add a new Agenda Item Purpose

  1. Select Add New in the top-right hand corner of the Item Purpose panel.

    The Add New Agenda Item dialogue displays.

  2. Enter the name of the new agenda item purpose in the field.

  3. Select Save to save the new agenda item purpose.

    The new agenda item purpose name displays in the list of Active Agenda Item Purpose.

To rename an Agenda Item Purpose

  1. On the Agenda Item Purpose tab, select the Options icon to the right of the name of the agenda item purpose that you want to retire.

  2. Select Rename.

    The Rename Agenda Item Purpose dialogue displays.

  3. Enter the new name for the agenda item purpose in the field.

  4. Select Save to save the new name.

    The new agenda item purpose name displays in the list of Active Agenda Item Purpose.

To deactivate a Agenda Item Purpose

  1. On the Agenda Item Purpose tab, select the Options icon to the right of the name of the agenda item purpose name that you want to deactivate.

  2. Select Deactivate.

    The deactivated agenda item purpose is now listed under Inactive on the Agenda Item Purpose tab.

Note

The agenda item purpose that has been deactivated can no longer be selected when creating a meeting in Meeting Scheduler. However, it is possible to run a report on deactivated meeting types.

To reactivate Agenda Item Purpose

  1. Select the Options icon to the right of the name of the agenda item purpose name listed under Inactive.

  2. Select Reactivate.

    The agenda item purpose name is now listed under Active on the Agenda Item Purpose tab.

Note

The Delete function is only enabled if an agenda item purpose is no longer in use in any of the past, current or future meetings saved in Diligent Entities. When you delete an agenda item purpose, you can no longer run a report on them.

On the Agenda Supported By tab, you can define a list of available information delivery, discussion or presentation modes that can be used in support of agenda items such as documentation, PowerPoint, verbal update and so on.

To add a new Agenda Supported By item

  1. Select Add New in the top-right hand corner of the Supported By panel.

    The Add New Agenda Item Supported By dialogue displays.

  2. Enter the name of the new agenda item supported by item in the field.

  3. Select Save to save the new agenda item supported by item.

    The new agenda item supported by name displays in the list of Supported By items.

You have the same options to Rename, Deactivate, Reactivate and Delete as on the Agenda Item Purpose tab.

For information on Manage Defaults in Admin Hub, refer to Meeting Planner – Manage Defaults. For a complete guide on how to create a meeting, refer to Meeting Planner: Create Meetings and Download Meeting Information.