An event uses the same basic information as a meeting e.g., date and time of the event, attendees, and meeting documents, but does not use an agenda.
Please note: Different from a meeting, during the setup process of an event, there is an opportunity to create an email notification that will be sent once the meeting is published.
To create a new event click on Event from the Quick Add option at the top of the screen or the New button in the Meetings & Events Hub.
Creating an Event - Event Information
An Event may be created for a specific committee or all BoardWorks users. If this event is for all users on BoardWorks, check the All-Users checkbox. If not, choose the committee the Administrator wants to invite from the drop-down committee list.
There will be an additional opportunity to add or remove users from the event in Step 2.
Once all basic event details are provided click on Add Attendees.
Creating an Event - Attendees
In the Event Attendee Screen, like the Meeting Attendee Screen, there is an option to change the attendees of the meeting by adding or removing group access or an individual from the attendee list.
The Event Attendee Screen is different as it allows the Administrator to send an email to the attendees.
If this email should go to all attendees check the tick box next to Send to all current attendees to send an email notification to all attendees upon publication.
If choosing to send an email, BoardWorks will prompt you with the option to fill in the Email Subject and Email Body.
Please note: As with all email notifications, the information typed in the email subject and body is readable to all parties.
To take a break from the event creation wizard click on Save to save the information and come back later or to proceed to the final step click on Add Documents.
Creating an Event – Attachments
Within Attachments a file can be uploaded to an event, these will be made visible to the attendees once the event is published.
To add an attachment, type in the File Title – this is the name that will display wherever this document is listed, e.g. in the board book.
Then Browse to the appropriate file and click on Upload.
Once finished, click on Save to save the event until they are ready to publish or Publish Event to publish the event and make it available to all Event attendees.
