The Meetings and Events Hub shows all meetings and events in the past, present, and future and allows them to be managed from one location. The Homepage is the jumping-off point for different features available for meetings and events. The information can be filtered, searched, and sorted.
It also contains shortcuts to create a meeting or event, view attendance, and change the personal view of the information displayed.
Please note: The difference between an event and a meeting is that a meeting must have an agenda and bulk upload of documents is allowed, whereas an event requires neither.
Filtering and Sorting the Meetings & Event Screen
In the top section of the Meetings & Events Hub. the information may be filtered by:
Meeting or Event
Dates
Committees
Status
Filtering and sorting the Meetings & Events Hub provides easy access to the meeting and events that are listed. Since this list includes all meetings and events past, present, and future, sorting and filtering allow information to be viewed at a specific time.
Each category of the Meetings & Events Hub can be filtered. Filtering can also be done in more than one category at a time.
Each category can also be sorted.
To filter the information by whether it is a meeting or event click on the down arrow next to Meeting & Event, choosing either Meeting or Event. Once clicked BoardWorks will automatically filter the information.
To filter the information by the Date, click on the down arrow option next to the Date then, choose the date range and click on Apply Filter.
To filter the information by Committees, click on the down arrow next to Committees then, click on the down next to ALL and click on the tick box for the committee or committees.
Please note: Once the checkbox is marked the list will automatically update.
To filter the information by status, they click on the down arrow next to Status click on the down arrow next to ALL, and click on the tick box for the Status or Statuses, Archived, Published, Unpublished.
Please note: Once the checkbox is marked the list will automatically update.
Sorting Meetings & Events
To sort any category, click on the down arrow at the end of the title for that category. This will sort the information either in descending or ascending order, depending on the direction of the down arrow .
Calendar View
The calendar view provides a visual overview of where in the month(s) the meeting and events fall. The calendar view can represent one or four months at a time. It also displays a legend that color-codes them according to being published, unpublished, or archived.
Move the button to the calendar option to see the calendar.
Meetings & Events “Actions”
Meeting & Event Actions are a list of items that can be done quickly from any meeting and event list.
These actions include:
Add to Calendar – This downloads a calendar entry which can then be uploaded to the calendar.
Copy – This copies the meeting or event details. This does not copy the documents.
Delete – This removes the meeting or event from BoardWorks.
Edit – Choosing Edit allows the Administrator to manipulate all aspects of a meeting or event.
Location Map – This is where the meeting or event is taking place.
Online Meeting URL – This is the virtual meeting link. This will only be available if there are virtual meeting details.
Download Board Book – Downloads a PDF version of the Boardbook for a meeting.
Attendance Report – Shows attendee responses on attendance
Delete Annotations – Delete annotations made to documents see Annotation Management for more information.
Add Allows an Administrator to add links to a board meeting document see Adding Links.
Archive – This removes the meeting or event from the director’s view see Archiving for more information.
Please note: The actions on offer will depend on many factors such as the meeting/event status and whether certain features have been used with a particular meeting/event.
Export a list of Meetings/Events
To export a list of all the meetings and events in BoardWorks, from the Meetings & Events hub, click on Actions then choose Export List. This will automatically download a Microsoft Excel file.
Please note: The file name is RadGridExport.CSV.
Attendance Report
An Attendance Report displays attendees’ responses to meeting/event invites. Users have the option to send their attendance for any meeting from their mobile devices. This report includes how they are attending and comments regarding their attendance in addition to meeting details.
Administrators may change any of the attendee’s responses.
When using the search feature for a meeting/event, an administrator can search for the meeting name, user, or committee. The results are exportable to Microsoft Excel as a CSV file.
To access the Attendance Report feature from the Meeting & Event Screen, click on the Actions drop down and choose the Attendance Report from the dropdown options.
Please note: If a Meeting has no attendees, it will not show in the search results when using search. When searching for a meeting, user, or committee, spelling will need to be an exact match.
When searching for meetings a date range must be specified and this is specified mandatory by the * symbol.
Other criteria may also be specified e.g. the meeting title, the attendee’s name, in-person attendees, or online, if necessary, specify criteria to reduce search results.
Once all criteria are specified click on the Generate Report button to view the results.
Results can be downloaded by clicking on Export to CSV.
Example of the Attendance Results
Changing Attendee Status
Administrators can change the attendee status for a meeting on their behalf for accurate record keeping. The Administrator search for the attendee by Using a Committee or Meeting/Event. Then the Administrator clicks on the Generate Report button .
The Administrator will from the attendance list, simply locate the row with the attendee that needs to be updated, click Under Status on Accepted, then the dropdown will appear, choose the relevant response and click on Save.