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Create and edit agenda

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Use the agenda template

Under the tab Agenda templates, you can preview and use the organisation’s saved agenda templates by clicking the buttons "Preview" and "Use" next to the desired agenda template. 

There are several guides on creating and managing agenda templates.

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Add items to an agenda

When creating an agenda for an upcoming meeting, you can either use a template or create your own. Regardless of which method you choose, you can add items to the agenda. 

Click on the Agenda tab to add agenda items by clicking the “Add item” button. Add a heading for the item. 

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Edit an agenda item

First, expand each item using the arrow to the left of the item number to edit it. Tip: You can expand or minimise all agenda items by clicking the "Expand/minimise all" button.

The agenda, and later the minutes, consist of items that have the following properties:

  • Item number: The first item at your first meeting is number 1. In Settings > Advanced settings, you can specify that the numbers should continue sequentially from minutes to minutes; in that case, the first item will have the number following the last item in the previous minutes.
    Read more about how to activate this setting in the guide Administer organisation 
  • Heading: Enter the item’s heading here. If you want to keep it simple, you only need to fill in the heading.
  • Icon next to the arrow: If you want to change the order of the items in the agenda, click on the six dots and drag the item up or down to any position.
  • Delete button: Click the red button with a cross to remove the item from the agenda.
  • Specify presenter: Here, you can specify if there is a presenter or person responsible for the item.
  • Time estimate: Here, you enter an estimate of how long you will spend on this item. The times are summed at the end of the agenda.
  • Specify item type: Specify whether the item should be a decision item, discussion item, information item, formality item, decision follow-up, meeting follow-up, report follow-up, or task follow-up. 
    If decision follow-up, report follow-up, meeting follow-up, or task follow-up is specified, a button is added ("Add decision", "Add reports", "Add meetings", or "Add task") to include decisions/reports/meetings/tasks in the agenda item.
    Read more in the guide Item types in agenda and minutes
  • Item description: In this field, you describe what will be dealt with at this item during the meeting. Under Settings > Advanced settings, there is an option called “Include item description in meeting minutes”. If this is activated, the item description can also be edited in the minutes, and the text is included in the final minutes (otherwise, none of these occurs).
    Read more about how to activate the setting in the guide Administer organisation 
  • Recess after item: It is possible to set a recess after the item. The time is added to the total estimated meeting time. 
    Read more in the guide Add recess to the agenda
  • Minutes text: If you click the "Prepare minutes notes" button, you can write a draft of the final minutes text. This text is not visible in the agenda when shown to others. A good tip is to write minutes texts for all formal items here in advance. If you save the agenda as a template, the prepared minute text is also saved.
  • Attachments: If you want, you can attach documents as support for the item, for example, a contract proposal to be discussed. You can click or drag and drop files into that box.
  • Add proposals for decisions and to-do tasks: Here, you can enter proposals for decisions and to-do tasks in advance and set whether these proposals should be shown in the agenda or not.

Move an agenda item

To move an agenda item, click the icon furthest to the left, hold and drag and drop the item where you want it. 

Note: If you need to move a minute item, do it the same way.

 

Watch the video on how to move an agenda item.

Attach files to the agenda

You can attach files to the agenda by clicking Attachments and dragging and dropping files there. You can select a file from your device by clicking Choose file. If you click Choose file from archive, you can select a document from the organisation’s document archive.

Read more in the guide Add and include attachments to the minutes about how to include attached attachments in the minutes.

Preview agenda

It is possible to preview the agenda by clicking the "Preview" tab. Ensure that everything looks good before proceeding to the next step and sending the invitation.

Additional features

If you click the three-dot icon (···) there are additional features:

 

The next step is to manage the invitation. You can read more about this in the guide Invitation