π Note: Requires the Vlge Pro Plan
Setting up a meeting, whether for the Board or the community can involve a lot of separate admin steps. Then you have to take notes, archive, and share it (most often). Vlge makes setting up, running, and saving meetings super easy and intuitive.
π Create the meeting
Click New meeting and setup the basics. The Date & time as well as meeting type.
π Add the location and conference details if remote
Share where the meeting is being held - physical or remote (or both). Include key links and then share the recording afterwards (if remote).
π Remote Meetings
If you are meeting remote, you can use the Vlge Conferencing service and a Join Button will be provided in the meeting page for the community. You can also select and use your own meeting service if preferred.
π Use your own
π Meet in Person
π Offer Both
π Add visibility settings (audience)
π Enable Topic Builder (optional)
The Topic Builder allows Members to submit questions and topics for discussion ahead of the meeting. These topics can be viewed by other Members at the meeting link and voted up or down, giving you a sense of what's important to your community.
Allow Anonymous - Members can hide their identity when submitting topics (not recommended as it may result in impolite or less reasonable submissions)
Allow downvotes - Members viewing topics can always "vote up" topics - increasing their position in priority. This allows for the opposite.
π Add key documents to the meeting
These will be made available to attendees, and stored for reference.
π Choose the meeting agenda
When selecting the agenda, you can start with one of your templates or decide on using a blank agenda and create it in the meeting itself. If you select blank, no agenda will be created here, and you will have the opportunity to create your agenda once the meeting has been created
π Create the Meeting
Click Create Meeting, and you will land on the meeting editor page where you can begin adding documents, updating your agenda, etc
π Documents Tab
The Documents tab of the meeting itself is where you will find the official meeting minutes, whether automatically transcribed from an audio recording or uploaded via the supporting meeting documents with type meeting minutes at the bottom of the page. You can upload any additional meeting documents here and set their visibility.
π Meeting Agenda
For a detailed article on Meeting Agenda Building click here
If you selected a meeting template when you created the meeting, it will show here in the agenda tab. If you selected blank agenda, you will see a blank setup for your starting point.
β‘οΈ You can still choose a template here if you wish - Click "Apply Template"
π Building an Agenda from scratch
You can add individual items, select the title, the time, the owner and whether it requires an action from the dropdown (No Vote, Vote, Motion & Vote).
You can also add meeting agenda item subtopics if desired
As you add items, the total meeting time is shown in the upper left.
Publish/Lock Current Agenda
Creates an official snapshot of the agenda as it stands right now and marks that version as published.
The public meeting page shows this locked agenda.
Editing on the Agenda tab is turned off (you canβt add, edit, reorder, or apply a template until you unlock).
This is the version treated as the final published agenda for that meeting (including for minutes/certification checks that look for a locked agenda).
Unlock for Editing
Turns the Agenda tab back into a working draft so admins can make changes again.
It does not remove or change the last published agenda.
The public page keeps showing the last locked version.
Edits you make while unlocked stay private to Meeting Manager until you publish/lock again.
Publishing again replaces the official public agenda with the updated one.
In short: Lock publishes a fixed public copy. Unlock lets you revise privately while the public still sees the last locked agenda. This is about being deliberate about what gets saved in meeting minutes. You can unlock and edit as much as you like. The meeting is only published when you choose (not because of the agenda button)
π Share the Meeting Details link
π Below is a view of the Meeting Detail Page.
Helpful prompts (yellow) are visible by Board Members only (members whose roles are set as admin or Board members in your settings).
The View/Add topics button allows your members to submit topics and select which ones they want to hear about the most using the "up vote" (or down vote if enabled). Each meeting has its own hosted page with all critical details.
By selecting the Join VLGE Conferencing, you will start the meeting and join as a moderator (Board or admin) or a regular member depending on your role in the system. See Meeting Management help document for more details.
π Important: To enable the meeting link, publish the meeting.
βοΈ PRO TIP: Manage the Meeting Questions or Topics through "Topic Builder"
As the community posts topic and others "vote" it up, the most important rise to the top. "Downvotes" are options (not shown here). Read more about the Topic Builder tool HERE.
Topics are visible by selecting the Topics tab on the meeting detail page OR by clicking the "View/Add Topics" button below meeting details.
