Create a meeting

Overview

This comprehensive guide shows you how to create different types of meetings for your committee using the meetings management system. Whether you need to set up a regular meeting, handle special business, or organize your annual gathering, this guide covers all the essential steps.

Types of Meetings You Can Create

General Meetings - Regular committee meetings for routine business, updates, and standard discussions

Special Meetings - Called for specific urgent matters or extraordinary business that can’t wait for the next scheduled meeting

Annual General Meetings (AGM) - Yearly meetings to review performance, discuss achievements, elect officers, and plan for the future

Before You Begin

Make sure you have:

• Access to your committee’s meetings page
• Your committee ID or access credentials
• Meeting details ready (date, time, agenda topics)
• Appropriate permissions to create meetings

How to Create Any Meeting

Getting Started

Begin by navigating to your committee’s meetings page. You can access this by:

• Entering your committee ID in the system
• Selecting your committee from your dashboard
• Using the direct link provided by your organization

Once you’re on the meetings page, you’ll see your committee’s meeting history and options for creating new meetings.

Setting Up Your Meeting

Look for the “Create Meeting” or “New Meeting” button on the meetings page. When you click this option, you’ll be presented with meeting type choices.

For General Meetings:

• Select “General” as your meeting type
• This is perfect for regular business, routine updates, and standard committee discussions
• Fill in basic meeting details like date, time, and location

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For Special Meetings:

• Choose “Special” as your meeting type
• Use this for urgent matters that require immediate attention
• Provide additional context about why the special meeting is necessary
• Include specific agenda items that make this meeting time-sensitive

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For Annual General Meetings:

• Select “Annual” as your meeting type
• This creates your yearly comprehensive meeting
• Include sections for annual reports, financial reviews, and future planning
• Consider adding time for officer elections if applicable

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Completing the Setup

After selecting your meeting type and entering the required details:

1. Review all the information you’ve entered for accuracy
2. Double-check the meeting date, time, and type
3. Confirm that all required fields are completed
4. Save your meeting by clicking “Create” or “Confirm”

The system will process your meeting creation and add it to your committee’s schedule.

Finishing Up

Once your meeting is successfully created, you can close the meeting creation interface. Your new meeting will now appear in your committee’s meeting list and participants can be notified according to your organization’s procedures.

What Happens Next

After creating your meeting:

• The meeting appears in your committee’s schedule
• You can edit meeting details if needed before the meeting date
• Participants can be invited and notified
• Meeting materials and agendas can be attached
• Reminders can be set up for attendees

Tips for Successful Meeting Creation

Choose the right type - Make sure your meeting type matches the purpose and urgency of your business

Plan ahead - Create meetings well in advance to give participants adequate notice

Be specific - Include clear agenda items and meeting purposes in your setup

Double-check details - Verify dates, times, and meeting information before confirming

Follow up - Ensure participants receive meeting invitations and have necessary materials

Common Questions

Can I change the meeting type after creation? - This depends on your system settings, but it’s usually easier to create a new meeting with the correct type

What’s the difference between Special and General meetings? - Special meetings are for urgent, specific business while General meetings cover routine committee work

How far in advance should I create an AGM? - Annual meetings typically need more advance notice, often 30-60 days depending on your organization’s requirements

Page Details

Updated on June 09th, 2025

Note: Documentation Generated by AI, mistakes may be present.