The first step in the Boardeaser's meeting process is to plan. Here, you create the primary conditions for the meeting.
Start by clicking "Meetings" and then "Plan meeting" in the left menu. Here, you can enter the following (fields marked with * are mandatory):
- Meeting title*: Here, you name the meeting, such as "Board meeting", "Constituent board meeting," or "Extra board meeting."
- Meeting number*: This number is counted automatically. If it is your first meeting in Boardeaser, it starts with 1. You can enter any number as long as there is no meeting in Boardeaser with the same number.
- Time*: Here, you set the date and time when the meeting should start and end.
- Location: Enter where the meeting will be held.
- Theme: Enter the meeting theme, such as “Budget”. If you have generated meetings on Annual Planning, different themes are already specified.
- Purpose: Here, you can enter a longer description of the purpose or goal of the meeting in free text. For example, you must decide on a specific policy or procurement.
- Preparations: If there are any essential preparations for participants, you can indicate them here. Usually, it is to read the documents attached to the agenda (which you create in the next step).
- Send meeting information: If you want to send a calendar file to participants so they can book the meeting in advance, click this box. So that you know, the formal invitation with the agenda will be sent later. This is only a preliminary appointment booking. A message field and a list of users will then open. Write a message and choose who should receive an email with a calendar file indicating that a meeting has been created.
When you have filled in the information, click "Save" or "Save and continue". When you click, you are sent to the next step in the meeting process, "Agenda".