Creating and modifying Meeting Types
You can create Meeting Types if you have the appropriate permissions.
- On the Manage ribbon, point to Meetings and then click Meeting Types.
The Meeting Types - all dialogue box appears.
- To create a new Meeting Type, right-click in the dialogue box and on
the New menu, click Meeting Type.
The New Meeting Type dialogue box appears.
To review or modify the properties of an existing Meeting Type, right-click it and click Properties.
- Use the tabs to set the parameters that will apply to all meetings of this Meeting Type and click OK to save your changes
- Meeting Name – the common name for the meetings that
users will schedule with this Meeting Type.
Content Manager will use this name as default for all meetings based on this Meeting Type that users schedule.
- Venue for Meeting – default venue for meetings of this
Meeting Type.
Use KwikSelect to choose a Location of type Venue from the Content Manager Locations list.
- Deadline for submissions...Prior to start – Content Manager closes
submissions for the meeting agenda at a certain point in time before
the meeting starts.
Specify here when to close agendas for meetings of this Meeting Type.
Specify how often meetings of this type recur.
- Frequency of Meetings – set the interval for meetings of this Meeting Type to be held again, for example every two months
- Meetings always held on – select to be able to also
set the day of the week and the week of the month to schedule meetings
of this type.
If you do not select this option, the scheduler will prompt you later for the date of the first meeting.
It will then schedule the following meetings based on the frequency settings above.
- Usual starting time – the time at which meetings of
this type usually start
NOTE: By default, it displays the working hours set in Content Manager. You can type a time outside these hours, if needed.
- Usual duration (minutes) – the duration of meetings of
this type.
This value must be in minutes.
Therefore, enter a 2½ hour meeting as 150 minutes.
Displays the usual invitees for meetings of this Meeting Type.
The column Usually Participating As shows the role the participant has in this Meeting Type.
Double-click a participant to review or edit its properties:
- Invited Location - the Location you double-clicked
- Invitation type - choose from:
- Invited - usually invited to all meetings of this Meeting Type
- Chair - usually chairs all meetings of this Meeting Type
- Secretary - usually takes minutes at all meetings of this Meeting Type
- Required - usually required for all meetings of this Meeting Type
- Optional - usually an optional participant for all meetings of this Meeting Type
- Right-click and click Add Usual Participant.
Search for and select the participant or tag multiple participants from the Content Manager Location list.
- Click OK.
When you select a single participant, the New Usual Participant dialogue appears, which you can use to set the type of participation.
When you select multiple participants, Content Manager adds them directly to the list of usual participants.
Select the invitation type that matches this participant best for all meetings of this Meeting Type.
- Click OK.
Content Manager adds the usual participants to the list.
The Access Controls tab enables you to view and/or modify what users can do with this Meeting Type.
The columns:
- Access To - function
- Details - Locations that can use that function
- Select a function and use the buttons at the bottom to change who can
use it:
- Clear - allows all Locations to use that function
- Private - allows only yourself to use that function
- Custom - to allow specific Locations to use
the function.
Displays the Customise Access - <function> - <Meeting Type name> dialogue box, Access Control tab:
- Unrestricted - default
- Restricted to the following Locations (and any of their members) - select to be able to use the Add and Remove buttons
- Use Add and Remove to
allow particular Locations to use the function.
Changes the values in the Details column in the Access Controls tab.
- Click OK to save the settings and close the dialogue.
The Copied Access tab enables you to view and/or modify Access Controls that you can set Content Manager to apply to meetings based on this Meeting Type.
This is also called inheritance.
The columns:
- Access To - function
- Details - Locations that can use that function
Select a function and use the buttons at the bottom as explained above to specify who can use it.
NOTE: Access Controls only affect meetings that are scheduled after the change and do not retrospectively apply to meetings that have been scheduled before the change.
Use the free text field for notes that relate to this particular Meeting Type, e.g. to explain changes you made to Access Controls.
Click User Stamp to insert a time and date stamp where your cursor is in the text field.
Use Spelling to check your spelling.
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