CiviQ: Meetings Management

The Meetings module is your central tool for organizing, scheduling, and tracking all association and committee meetings. It ensures everyone is informed and prepared.

Meetings Dashboard: Your Event Summary

The main screen gives you a quick overview of all association meetings:

•  Upcoming Meetings: The total number of meetings scheduled for a future date.

• Completed Meetings: The count of past meetings. This is your archieve.

• Total Participants: Total number of people expected for the meeting shown(or in your current view).

• Today's Meetings: The number of meetings scheduled for the current day, so you don't miss any.

The area below the metrices shows your Meeting History, listing details like the title, date, time, venue, and a summary of the agenda for each meeting.

Creating a New Meeting

Click the "Create New Meeting" button to schedule and announce a meeting.

Define the details

• Meeting Title: Enter a descriptive name (e.g: Montly Management Committee Meeting).
• Agenda: List all the discussion points using bullet points. This help attendees prepare.
• Mode of Meeting: Choose either In-person or Virtual.
• Venue / Meeting link: 

1. If In-person, enter the location (e.g: "Community Hall").
2. If Virtual, paste the video conference link (Zoom, Google Meet, etc.).

• Attachments: Upload any documents attendees need to review beforehand, like financial reports or proposals.
• ​Date / Time: Select the exact time and date for the meeting.

Finalize and Manage

• Saving: Click "Save" to finalize the meeting details.

• ​Notifications: The system automatically notifies all intended participants of the new schedule.
• ​Post-Meeting: After the meeting is over, you can return to the entry to upload the Meeting Minutes and formally mark the meeting as recorded and completed. This creates a permanent, accessible record.

Conclusion:

The Meetings module simplifies organizing association events. By defining the agenda, sharing pre-read materials, and recording the minutes, you ensure all meetings are efficient, organized, and fully accountable to the community.