Meetings

Schedule Meeting

1. Open meeting schedule page.
   
2. State the subject of new meeting.
   
3. Specify the details of When, information including time and date and Where, describing the venue e.g any state, your office, conference room etc.
   
4. Select any of the existing group from the drop down menu
   
5. Select the participants from any of the added groups. Hence you can add any of the participants from any of the groups added.
   

6. You can invite guests to the meeting by adding their email addresses separated by semicolon (;).
   
   Guests are basically those people whom you wanted to attend the meeting. They may be clients or those people who are interested in your any product or service or can be helpful in your ongoing business and you want to share your views with them. They will just get the invitation of the meeting and not the details like agenda items, minutes or information about any groups or permissions etc.
   
   
7. Now state the Agenda about the meeting which you are trying to schedule
   
8. You can send a general reminder to participants before the schedule date e.g. before 1 hour or 1 day or 1 week etc depending upon your requirement.
   
9. To add meeting to Microsoft Outlook or Google Calendar check Add to calendar Create to proceed or Cancel to exit
   
   

Delete MeetingsTop

With Gminutes’s latest feature of Deleting Scheduled Meetings, you can Delete your coming/upcoming meetings in one go. Moreover Follow up and Recurring meetings will be deleted likewise with an appropriate confirmation message to undergo this change or not.

1. Go to My Groups
   
2. Select the desired group
   
3. Go to Meetings and Delete the meeting you want to
   
   

1. Go to Administration and select your desired group
   
2. Go to Meetings and Delete the meeting you want to
   

Write MinutesTop

Minutes, also known as protocols, are the instant written record of a meeting or hearing. They often give an overview of the structure of the meeting, starting with a list of those present, a statement of the various issues before the participants, and each of their responses thereto.

To write minutes,

1. State the Subject
   
2. When to schedule the meeting
   
3. Where to schedule the meeting
   
4. Group that has been included will be displayed
   
5. You can add and view all users and groups
   
6. You can invite Guests to the meeting by adding their email addresses separated by semicolon (;)
   
7. Now time to Write Minutes. You can add different Styles, Formats, Font Families and Font Sizes in writing minutes.
   

Meeting Action ItemsTop

Action items are discrete units that can be handled by a single person.

To add action item in a meeting.

1. Open write minutes page
   
2. In action item section, click on [Add Action Items]
   
3. Enter action item title in newly opened window
   
4. Select date and select user to assign action item
   
5. Click on [Add more details] to add furthur details
   Here you can add details like,
   1. Status as Open, Pending or Closed
   2. Priority as Low, Normal, High, Urgent or Immediate
   3. Percentage Done from 0% to 100%
   4. Set the Reminders
   5. Add Description of the Action item assigned

6. Click Save to add the details and Close Window if the details are not needed.

Agenda ItemsTop

An Agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be considered. You can state Agenda Items in the space provided to you. State each agenda item in new line

DecisionsTop

Decision is basically the outcome of the whole conversation regarding the agendas. You can state Decisions in the space provided to you. State each Decision in new line

Follow Up MeetingsTop

You can click to check Follow Up Meeting if required. Follow Up meeting is the meeting after a gathering discussion. It works on highlighting the main points or the points that need further assistance. Another form of follow-up is to have additional meetings to visualize if the agreement is working well. You can decide the Date and Time for Follow up meeting

Recurring MeetingsTop

Recurring Meeting If there is need of a Recurring Meeting after the Follow Up meeting you can check on the recurring Meeting box. You can decide the Date and Time for Recurring meeting.

Save if you want to save the entire above date click on Save. The data will be saved in Drafts
If you want to save the data and send email to the people with minutes appearing in their email address click Save and Send email.
Whereas if you want to send as well as approve the minutes then click Send and Approve

Read MinutesTop

With Gminutes you can read the minutes that you have written in the upcoming meeting. Moreover it gives detailed information regarding date, time, location and participants. If you have not written minutes before, you can Write minutes at the link given there.