User roles:  ✔ Application Administrator   ✔ Data Administrator


The Meeting Setup page allows you to configure meeting types, meeting themes and meeting agenda templates. 

  • Meeting types are used to describe what type of meeting a meeting is.
  • Meeting themes help you tag your meeting content so that you can better analyse and manage your meeting outputs.
  • Meeting agenda templates are a fast and easy way to create recurring agenda items. Meeting Agenda Templates reduce meeting preparation time, provide structure to your meetings and enforce standardisation across the same meeting types.


To access the Meeting Setup page, navigate to Administration Console from the dropdown menu under your Avatar.



Navigate to the Data Administration section of the administration console page and select Meeting Setup Page.



You will be presented with the following page.





Meeting Types


The Meeting Types tab lists all the meeting types that have been set up. 



  • Click on Add Item to add a new meeting type. 
  • Click on the pencil to rename a meeting type.
  • Click on the cross icon to delete a meeting type.


You can also use the bulk edit functionality to update meeting types as explained below in this article.




Meeting Themes


Select the Meeting Type Themes tab to add, rename or delete meeting themes. Meeting themes are grouped by meeting types they apply to. If a theme is applicable to multiple meeting types, the theme must be created for each meeting type. 



  • Click on Add Item to add a new theme. You will need to select the meeting type that the new theme applies to.
  • Click on the pencil to rename a meeting theme.
  • Click on the cross icon to delete a meeting theme.




Meeting Agenda Templates


Meeting agenda templates are grouped into two categories:

  • Fluid templates are listed under the Template Library tab. These templates cannot be updated or deleted but you can view their content. 
  • The second tab (which has the name of your instance) lists all templates that have been created on your instance and that have been set as shared templates. These templates can be updated or deleted. It is also possible to create new meeting agenda templates that are shared across the instance.  



  • Click on the icons at the end of the row to view, download or delete an agenda template.
  • Click on the Bulk Edit button to download all templates, create a new template or update existing templates. Please refer to the next section for a detailed description of the Bulk Edit functionality.


Updating meeting agenda templates


To add a new meeting template, select the Meeting Templates tab and click on Bulk Edit. You will need to select the meeting templates field & download the file extract. Once the extract has been updated with the meeting templates, save the file & then select the "Upload" option to upload the saved file. 






Updating meeting types, meeting themes and meeting templates with the Bulk Edit functionality


The Bulk Edit functionality can be accessed 

  • from the Tools dropdown menu if you are on the Meeting Types or Meeting Type Themes tab. 
  • by clicking on the Bulk Edit button if you are on the Meeting Templates tab.



  • Select Meeting Types And Themes to update meeting types and themes. Simply download the file, make your changes and upload the updated file. 
  • Select Meeting Templates tab to download, create new templates or update existing templates.



Meeting Types and Themes Bulk Edit

The meeting types and themes bulk edit file contains two tabs.


Meeting Types Tab


Column & Title
Description
What happens if the field is left blank when uploading the file?
A. MeetingTypeThe type of meeting it is classified as (i.e, Decision-making meeting, Team meeting, Steerco meeting etc)This is a mandatory field. If the field is left blank the row will not be processed.
B. ActiveSets whether the meeting type is active or not. It is set as a "Yes/No" flag.The value will be set to Yes.
C. DefaultThis determines whether this meeting type should be used by default when creating a new meeting.The value will be set to No.



Meeting Type Themes Tab


Column & Title
Description
What happens if the field is left blank when uploading the file?
A. MeetingThemeThe name of the meeting themeThis is a mandatory field. If the field is left blank the row will not be processed.
B. ColorThe colour to be used to represent the theme.A default color "Blue/#3A7BA2" will be assigned by default.
C. MeetingTypeThe meeting type the theme applies to.This is a mandatory field. If the field is left blank the row will not be processed.




Meeting Templates Bulk Edit

In the meeting template excel file, the data is represented by two tabs which are "Templates" & "Actions". Both have their own data fields in the extract and are described below.


NOTE: When creating meeting templates there has to be entries on both tabs in the file.



Templates Tab


Column & Title

Description

What happens if the field is left blank when uploading the file?
A. TemplateNameThe name of the meeting templateThis is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created.
B. DescriptionThe description that explains what the template is aboutThe field will be left blank.
C. TemplatePlaybookThe name of the template playbook being used to explain how to run the meeting using the chosen templateThe field will be left blank.
D. SharingThe privacy setting of the template being used. Indicates how the meeting template will be shared. If the entry is left blank, then the Sharing value will be classified as a private template set to "My Meetings" by Fluid.
E. TemplateGuidFluid global unique identifier for the template.If the entry is left blank, the Guid will be generated by default by Fluid after the upload is complete.
F. DeleteThis option is used to identify whether the meeting template that is being selected should not be included in the meeting template library. It essentially removes the entry from the templates list.  The field will be left blank.



Actions Tab


Column & Title

Description

What happens if the field is left blank when uploading the file?
A. TemplateNameThe name of the meeting templateThis is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created.
B. TemplateGuidFluid global unique identifier for the template.If the entry is left blank, the Guid will be generated by default by Fluid after the upload is complete.
C. ItemOrder The order in which the items are displayedIf the entry is left blank, a default value of "1" will be generated by Fluid after the upload is complete.
D. TypeThe type of item it is (Agenda, Action or Decision)This is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created. 

There has to be a type entered, either Agenda, Action or Decision
E. TitleThe title of the agenda/action/decision itemThis is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created.

There has to be a titled entered for the item, either Agenda, Action or Decision
F. DescriptionThe description that explains what the template is aboutThe field will be left blank.
G. ThemeThe name of the themeThe field will be left blank.
H. AssignedToThe name of the owner/meeting that the action/decision is assigned toThe field will be left blank.
I. AssignedToIdThe unique ID of the owner/meeting that the action/decision is assigned toThe field will be left blank.
J. PriorityThe level of priority that is assigned to the item (either High, Medium or Low)If the entry is left blank, there will be a default value of "Medium" assigned to it once the file is uploaded. 
K. DueInDaysThe number of days that the item is due byThe field will be left blank.
L. ActionGuidFluid global unique identifier for the actionIf the entry is left blank, the Guid will be generated by default by Fluid after the upload is complete.
M. DeleteThis option is used to identify whether the meeting template that is being selected should not be included in the meeting template library. It essentially removes the entry from the templates list.  The field will be left blank.