Meeting Setup Page

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

Meeting Type Themes Tab

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

Actions Tab