Meeting Manager is VLGE’s all-in-one tool for planning, running, and documenting community meetings. It replaces scattered agendas, email threads, and disconnected Q&A tools with a single, structured experience for administrators and members alike.
Whether you’re hosting a board meeting, annual meeting, committee session, or town hall, Meeting Manager gives you everything you need before, during, and after the meeting—without investing in extra tools.
🔎 What Problem Does Meeting Manager Solve?
Most communities manage meetings using a mix of:
Shared documents
Email chains
Static agendas
Separate tools for Q&A or voting
Meeting Manager brings all of that together into one place, making meetings:
Easier to prepare
More engaging for members
Better documented for future reference
👉 What You Can Do with Meeting Manager
1. Create and Schedule Meetings
Admins can create a meeting with:
Meeting name and type (Board, Annual, Committee, Special, Town Hall, etc.)
Date and time
Physical location and/or remote meeting link (Zoom, Google Meet, Teams, etc.)
A detailed description of the meeting purpose
Meetings can remain in Draft, be Scheduled, marked Completed, or Archived once finished.
2. Upload and Organize Meeting Documents
Attach and categorize important files, such as:
Agendas - See more here for the Agenda Tool
Prior meeting minutes
Presentations
Financial reports
Budgets
Other supporting documents
Documents are displayed clearly on the meeting page so members always know what they’re reviewing.
4. Use the Topic Builder (Interactive Q&A)
Each meeting can optionally include a Topic Builder—an interactive space where members can:
Submit questions or topics
Upvote items they care most about to help drive the focus on topics that matter
See what’s gaining attention before and during the meeting
Admins can:
Enable or disable the Topic Builder
Pause new submissions at any time
Keep topics visible without allowing new additions
👀 Read more about Topic Builder here.
5. Share a Member-Facing Meeting Page
Every meeting has a dedicated page that members can access (based on visibility settings). This page includes:
Meeting details (time, location, links)
Agenda and timeline
Attached documents
Topic Builder tab (if enabled)
This becomes the single source of truth for the meeting.
6. Control Visibility and Permissions
Admins can control who sees each meeting:
Entire community
Board members only
Specific groups or committees
This ensures sensitive meetings stay private while still supporting transparency where appropriate.
7. Archive Meetings for Future Reference
After a meeting, admins can:
Add a meeting recording link
Write a short or detailed summary
Archive the meeting
Archived meetings appear in the Meetings Archive, creating a long-term record of decisions, discussions, and materials.
🔎 Who Is Meeting Manager For?
HOA & Condo Boards
Committees
Self-managed communities
Administrators who want better meetings with less effort
Why It Matters
Meeting Manager helps communities:
Prepare more efficiently
Increase member participation
Reduce confusion and back-and-forth
Create a clear historical record
Run more professional, productive meetings
All in one place—without extra tools.