Create a new meeting; edit the meeting details
Click on the “Add meeting” button in the "Meetings" tab:
Add a title and select the desired date and time. Once the board for the meeting is selected, the board members are shown automatically in the 'Participants' field. You have the option deselect one or more participant from the list if needed:
Under 'Observer: info groups' you can select an info group that should be added as observer to the meeting. This means that the info group members will have viewer access to the whole meeting content even though they are not members of the board.
In order to see the 'Observer: info groups' field, you need to have created at least one info group for the selected board first.
Under 'Observer: users' you can select any Apollo user who is not a member of the indicated board and give them viewer access to the whole meeting content:
Proceed through the form to select the minutes taker. You also have the option to add a board chair, location, link, goal, or additional information if needed (not required). Confirm the meeting creation by clicking on "Create meeting" at the bottom:
You can find your newly created meeting in the "Meetings" tab:
You can edit the agenda, duplicate, or delete the meeting (as long as the agenda is not published) by using the respective buttons on the right:
To edit the meeting details, click on the three dots in the top-right corner, then on the pencil icon:
Enter the desired corrections and click on 'Save' at the bottom of the form:
If your organisation logs in to Apollo through Microsoft login, you can define through the checkbox 'Enable calendar integration' whether an Outlook calendar update should be sent out to the meeting participants and guests when you edit the meeting title, date, time, or participants and publish a new version of the agenda:
Publish the agenda to make the changes visible to the Board Members as well as in the meeting overview.
Meetings with published agendas can be archived if the following conditions are met:
- The meeting cannot have any proposals attached to it. Agenda items generated from proposals must be deleted as well.
- A meeting minutes review process must not have been started.
- The meeting cannot have any to-dos attached to it.
- The meeting cannot have any decisions attached to it.
You will need to delete/stop any attached proposals, reviews, to-dos and decisions if any, before you can proceed.
To archive a meeting, click on the three dots in the top-right corner in the agenda editor mode, then select 'Archive meeting':
You can find the same option in the tab 'Meetings' as well:
Once archived, the meeting is filtered out of your and all board members' view.