Meeting Planner: Scheduler – Agenda

In Meeting Planner in Diligent Entities, you can create meetings and edit or manage meeting details, participants or agendas.

The Meeting Scheduler in Meeting Planner holds the Meeting dialogue where you can create meetings.

Open the Meeting dialogue by selecting Add in the top right of the Calendar view page in Scheduler.

Next, the Meeting dialogue displays with three tabs:

• Details

• Participants

• Agenda

On the Agenda tab, you can add, edit and organise the agenda items and add notes related to the agenda item actions. To learn about adding or editing meeting details and participants, refer to Meeting Planner: Scheduler – Meeting Details and Participants.

Add, delete and save agenda item

To add an agenda item:

• Select Add Agenda item. The Meeting Agenda dialogue displays.

You can add individual agenda items by entering information, as needed, in the following fields:

• Agenda Name: Enter the name of the agenda item in this field.

• Duration: Select or enter the length of time needed for the agenda item.

  Note

  The amount of time scheduled for the meeting is updated in accordance with the amount of time that is allocated to each agenda item that is entered here. By default, 30 minutes is allocated to each agenda item.

• Break / Heading: If you create an agenda item with the purpose to indicate a break in the meeting, such as lunch, select the Break checkbox. This will ensure that the break is not listed as a formal point of discussion for the meeting. Alternatively, if you want to indicate that an agenda item is important, select the Heading checkbox. This will ensure that the text for the agenda title is set in bold.

• Description: Enter a brief description of the agenda item in this field.

• Purpose: Describe the purpose of the agenda item here such as policy, discussion, proposal, action and so on.

• Supported By: Enter the type of presentation mode that will be used for the agenda item such as document, PowerPoint, verbal update and so on.

• Presenter: Choose from the dropdown list of meeting participants the name of the presenter for the agenda item. If a presenter is not required for the meeting, select No Presenter.

• Co-presenters: If additional presenters are required, select this field to add more individuals.

• Contributors: Contributors are individuals who provide documentation for the meeting. Choose this field to select those individuals whose role is to provide the documentation required for the meeting.

To add additional agenda items before saving:

• Select Add Agenda item button.

• Select Options , then select Add item.

• Repeat the above steps to add as many agenda items as necessary.

Delete agenda item

To delete an agenda item:

1. Select Add Agenda item.

2. Select Options.

3. Then, select Delete item.

   A confirmation dialogue displays asking you to confirm whether you want to proceed with the delete action. Select "Yes" or "No" depending on whether you want to keep the agenda item or delete it.

Save agenda

To save Agenda after you have added all the necessary information:

• Select Save.

Edit or order agenda items

Edit an agenda item

To edit an existing agenda item:

1. Open Meeting Preview by selecting the relevant meeting in the Meeting List.

2. Select Edit to open the Meeting preview panel. The panel contains three tabs: Details, Participants, Agenda.

3. Select the Agenda tab, then select the pencil icon in the top right of the preview panel. The Meeting dialogue opens.

4. Select the Agenda tab in the Meeting dialogue.

5. Select the agenda item you want to edit and update the fields as needed.

6. When finished, select Save.

Order agenda items

To move and reorder agenda items to a new position:

1. Select Position next to the agenda item and drag it up or down to a new position.

   Note

   The agenda item timing will be automatically updated to reflect the changes in the topic order.

2. When finished, select Save.

Agenda hierarchy

Agenda items can be arranged into a hierarchy. The numbering system allows up to five decimal points to organise agenda items and sub-items through a combination of numbers, roman numerals, lowercase and uppercase letters.

To build a hierarchy of agenda items and sub-items:

• Select the agenda item Position and move it beneath the parent agenda item under which it should be placed.

• Select the Position again and briefly drag the item to the right. The position number for the agenda item is updated to indicate that it is a sub-item of the preceding agenda item.

To move an agenda sub-item up a level (or revert to a standalone agenda item):

• Select the sub-item Position and move the agenda item to the left. Move as far left as is necessary to reach the required item level.

Forward an agenda item

If you want to reschedule an agenda item for a future meeting:

1. Select the relevant meeting either in the Meeting List or the Scheduler and open the Meeting Preview panel.

   Note

   In order to be able to forward agenda items, you must be added as Organiser or Alternative Organiser for both meetings, that is the meeting from and the meeting to which you forward the agenda item.

   Note

   Agenda item forwarding is not available for meetings scheduled through Meeting Templates.

2. Select the agenda item Forward icon. The Forward Agenda dialogue opens.

3. Select the agenda item you want to forward by selecting the checkbox next to the agenda item. You can select several agenda items.

4. Next, select Forward. Alternatively, select Back if you want to choose another agenda item from the meeting or select Cancel to cancel the agenda forwarding action.

5. On the second page of the dialogue, select in the Forward to dropdown list the meeting to which you want to forward the selected agenda item.

6. In Notes, you have the option to add any additional notes to accompany the agenda forward action. This field is limited to 400 characters.

   Note

   All the fields on this page of the dialogue will show in Meeting Planner: Reports. If you leave the Notes fields blank in the dialogue, the corresponding column will also display blank when you run the Agendas Quick Reports.

7. When finished, select Forward. A "Saved" confirmation message displays to confirm that the message has been successfully forwarded.

   The agenda item in the Meeting Preview list is also updated. The forwarded agenda item is marked with the forward icon next to its name.

   Note

   If needed, you can quickly access the Meeting Planner: Reports from the Meeting Preview by selecting the forward icon next to the agenda item.

   You can forward multiple agenda items to multiple meetings provided you are added as the Organiser or the Alternative Organiser for all these meetings.

Manage a forwarded agenda item

• When you forward an agenda item, its position in the agenda hierarchy does not get forwarded to the future meeting. Also, if there is no match for the presenters or contributors field in the future meeting, these fields will be blank under the forwarded agenda item.

• Each time you forward an agenda item, a new entry is added under the forwarded agenda item in the original meeting's Meeting Preview, including the transfer history and any notes that might have been added.

• Forwarded agenda items are marked with the forward icon in the future meeting's Agenda. Also, the transfer history, notes and any other details provided for the forwarded agenda item will display in the Meeting Agenda dialogue.

• When a forwarded agenda item is removed, the forward history is also deleted, and the agenda item is removed from all the meetings to which it was forwarded. Also, if a meeting is deleted that contains forwarded agenda items, the forwarded agenda items are also removed, including their forward history.