Manage your meetings

The Meetings area allows you to view all, active, and bookmarked meetings. You can also create meetings from here.

You can see the date of each meeting and the current status of the meeting tasks: preparation of the agenda, board book, and minutes. You can also see which meetings have not been published yet.

Create a meeting

Go to Meetings and select Create meeting.

If you've created meetings before, Ideals Board will populate some of the details for you. The meeting name cannot exceed 200 characters.
Select the group you want to invite to the meeting. Find out how to add a group.
Select Add more participants if you want to add others that are not in the selected group.
Set the date, start time, and end time of the meeting.

The date can be any time in the future, including today.

The start time and end times are selectable in 30-minute intervals but you can type a different time.

5. You can add to your Microsoft Outlook calendar all the data for the meeting you are creating. Read more about it in the article.

6. If this is a video conference or hybrid meeting, connect your Zoom or Teams account and we'll add conferencing links to the meeting for you. To add a link to other conferencing software, paste the url in the Video conferencing link box.

See the Integrations article for information on how to activate integrations with Zoom and Teams.

If you have already activated integration with Zoom or Teams, click on the Video conferencing link field and select the one you want to use

7. In the Add location box, start typing the address of the physical location of the meeting. Suggestions will appear for you.

8. Optionally, enter information for the participants.

9. Select Preview the invitation email to review and confirm the meeting details before you send it. (You can't amend the email itself but you can change the meeting details if something doesn't look right.)

10. Select one of the following:

Save as draft to save the meeting without sending the invitation.
Send invitations to save the meeting and send the invitations (with an .ics file).

When you send an invitation, attendees will receive an email and can also confirm the meeting directly from their chosen calendar. It will be visible straight away and will update automatically if the meeting changes.

Attendees can see who has been invited to the meeting but they can't view whether they have accepted or declined.

An ICS file is a calendar file saved in a universal calendar format used by several email and calendar programs, including Microsoft Outlook, Google Calendar, and Apple Calendar. Find out more about the iCalendar format on Wikipedia.

Edit a meeting

Go to Meetings and locate the meeting you want to edit.
On the More Options menu, select Edit.
You can change the following details:

Meeting name
Group
Add more participants
Date
Start time
End time
Video conferencing link
Location
Information for participants

Notes

The meeting name can't exceed 200 characters.
The start date can be any time in the future, including today.
The start and end times are selectable in 30-minute intervals but you can type a different time.

4. Select Save.

5. Enter a message to let participants know what's changed and select Send update. The participants are notified via email.

Delete a meeting

There are a number of ways to delete a meeting:

From the meeting list
From the meeting

Delete from the meeting list

Go to Meetings and locate the meeting you want to delete.
On the more options menu, select Delete.
A confirmation message is displayed. Select Delete meeting again.
The meeting is deleted.

Delete within the meeting

Go to Meetings and open the meeting you want to delete.
On the More Options menu, select Delete meeting.
A confirmation message is displayed. Select Delete meeting again.
The meeting is deleted.

Meeting time zones

To properly notify and conduct meetings with your colleagues from other time zones, we are pleased to announce that we are introducing time zone functionality to the Ideals Board.

You can set the time zone you want when you create an meeting. To do this:

Start creating a meeting
Select your desired name, group, meeting date, start and end of meeting
Click to select the time zone:
In the window that opens, select the time zone you need. You can also search by city or country, we only list cities that correspond to timezones.

You can also modify a time zone when editing previously created meeting, which will trigger sending the invitations again. The mechanism for doing so is the same as when creating an meeting.

Please note, when you copy meetings - the time zone will also be copied.

Also now, when users are notified of an upcoming meeting, they will also be notified of which time zone has been selected:

By setting the time zone once for a new meeting, all new meetings you create for the same group will default to the same time zone.

Meeting Duplication from the Meeting List

Go to Meetings

2. Select the meeting you want to duplicate and click on the three-dot button

3. Click on Duplicate meeting button

4. The window for creating a meeting will open with all the data already available in the meeting you have decided to duplicate. You can create a new meeting based on a duplicate meeting in the same way you create a regular meeting.

You can learn how to create a meeting from the article Create a meeting

5. The agenda for this meeting will also be duplicated along with the meeting itself

All data about agenda items other than documents will be duplicated