meetingsquared pro administration user guide · publishing a meeting ... once loaded, the following...

MeetingSquared Pro Administration User

Guide

Building efficient Meetings

Contents

Accessing MeetingSquared Pro .................................................................................................. 1

Creating a Meeting Group .......................................................................................................... 2

Editing or Deleting a Meeting Group .......................................................................................... 4

Creating a Meeting .................................................................................................................... 6

Editing a Meeting ....................................................................................................................... 9

Agenda Items............................................................................................................................. 9

Documents, Links and Decisions .............................................................................................. 14

Documents .................................................................................................................................. 14

Links ............................................................................................................................................ 15

Decisions ..................................................................................................................................... 17

Redaction and other Features .................................................................................................. 20

Redaction .................................................................................................................................... 20

Adding Meeting Attendees .......................................................................................................... 21

Editing and Deleting Meeting Attendees ...................................................................................... 22

Creating an Action ....................................................................................................................... 23

Editing or Deleting an Action ....................................................................................................... 24

Minutes ....................................................................................................................................... 25

PDF Meeting Pack and Agenda download .................................................................................... 27

Publishing a Meeting ................................................................................................................... 27

Settings ................................................................................................................................... 28

Accessing the Settings Menu ....................................................................................................... 28

Information ................................................................................................................................. 28

Application .................................................................................................................................. 29

Email Notifications....................................................................................................................... 31

Administrators ............................................................................................................................. 31

Support ................................................................................................................................... 32

1

Building efficient Meetings Meetingsquared.com

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Accessing MeetingSquared Pro

Log in to the SharePoint site the MeetingSquared Pro application is installed on to and

select the green banner.

Once loaded, the following screen will appear:

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Creating a Meeting Group

To create a Meeting Group, select the +Meeting Group button.

Enter a Group name, as well as an (optional) description and select OK to create the

group.

Once completed the group will appear in the Meeting Groups section.

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To provide users with access to the newly created Group, hover over the group and

select the People icon.

The following control window will appear:

Users that have access to the SharePoint site, but not yet the group will appear in the left

hand column. To provide a user with access select Add and then configure their level of

permission by using the radio boxes in the right hand column.

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The icons on the Permissions Key represent the following:

Controller – Full Access over the Meeting Group (Ability to create, edit and delete

Meetings).

Contributor – Ability to edit and view Meetings once created and published.

Member – Read access and can participate in Meeting Actions and Decisions.

Non-Attendee – Read only access with no participation rights.

Guest – A user that has guest access to a Meeting group.

To confirm the changes, select Save.

Editing or Deleting a Meeting Group

To edit a Meeting group, select the Edit icon.

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Options which match the Meeting group creation form will appear. To confirm the

changes made select OK, or Cancel to discard any changes made.

To delete a Meeting Group, select Delete.

An alert will appear on screen instructing that all Meetings under the Meeting Group will

also be removed upon deletion. Select OK to confirm or Cancel to stop the deletion process.

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Creating a Meeting

To create a Meeting select the +Meeting icon.


Enter a Name, Start Date and Time, End Date and Time, Time Zone (the default for this is the

locale of the SharePoint site the application is installed on to) as well as an (optional)

description.

Select Next to enter Location information for the Meeting.

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The Location uses information from Microsoft Bing – if the address entered is considered

valid by Bing the location will display on the map.

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Lastly, enter any Conference calling details required for the Meeting. Once completed select

Save to create, Cancel discard or Back to review the details entered. The blue hyperLinks for

Details, Location and Conference can also be used to switch between the tabs.

Once created the Meeting will appear in the Meetings section on the home screen.

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Editing a Meeting

To load a Meeting, select it from the Meetings section on the home screen.

By default the Meeting will load in Edit view, allowing the modification of the Agenda. To

edit the Meeting select the Edit Meeting icon. A control window will appear on screen

similar to the Create Meeting form.

Agenda Items

To add an agenda item select +Agenda.

Enter a name for an Agenda and select OK. Select Cancel to discard.

Once created the Agenda item will display on the Meeting.

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To add additional information to an Agenda item select Edit.


Additional (optional) details can be added to the Agenda item, such as:

Description: Free text that can used to give additional details of the Agenda item.

Presenter: Indicates a presenter or owner of the Agenda item for the Meeting.

Time: Duration of presentation, or time slot.

Action: Indicates a colour coded Meeting action against the Agenda item. The defaults for

this are Vote, Document, Meeting and can be modified in the Settings menu.

Additional agenda points can be added in this window by selecting Add another. To Save all

agenda items added select Save and Close or Cancel to discard all changes.

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It is also possible to create sub items; A Primary sub item to 1 decimal place and a

Secondary sub point to 2 decimal places.

To create a sub item select the blue drop down icon on the + Agenda button next to the

main Agenda Item and select Detailed Agenda.

The Edit Agenda window will appear:

The Primary sub point will be displayed on the left hand side of the window. Follow the

same steps to enter the Agenda item details and select the relevant option.

It is also possible to modify previous agenda items (or subsequent agenda items) using the

Edit previous and Edit next buttons.

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Agenda items can be reordered by hovering over an Agenda Item number and selecting,

holding the mouse down and dragging the Agenda item up or down.

The numbering (and any sub items) will automatically change in accordance with the new

position of the item on the Agenda.

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To remove an Agenda Item select the Delete icon.

A prompt will appear, select OK to remove the Agenda item or Cancel to stop the deletion

process.

Please note that all content added to the Agenda item will be placed in the Unassociated

Documents, Links or Decisions area at the bottom of the Agenda and the Agenda will

reorder accordingly.

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Documents, Links and Decisions

Documents

To upload a Document select the blue drop down icon on the + Agenda button next to

the main Agenda Item and select Document.

A Windows Explorer folder will appear, locate the required Document and select it, then

select Open.

Once uploaded the Document will appear under the Agenda Item. A progress bar indicates

the status of the upload.

Multiple Documents can be uploaded at the same time by locating the Documents in

Windows Explorer outside of the application, selecting the required Documents and

dragging and dropping these on to the Agenda.

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Selecting on a Document will bring up the options pane:

Preview: Opens the Document viewer to show the Document.

Download: Saves a copy of the Document from the Meeting to the local machine or device.

Edit: Modifies the Document title.

Delete: Removes the Document from the Meeting.

Links

To create a Link select the blue drop down icon on the + Agenda button next to the main

Agenda Item and select Link.

Enter the URL and Name for the Link and select OK to create the Link or Cancel to discard.

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Once created the Link will appear on the Agenda item.

Selecting on the Link will bring up the options pane:

Open: Opens the Link in the Web Browser.

Copy: Copies the Link address.

Edit: Modifies the Link details.

Delete: Removes the Link from the Meeting.

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Decisions

To create a Decision select the blue drop down icon on the + Agenda button next to the

main Agenda Item and select Decision.

Please note Decisions can also be created from the Application home page by selecting the

Decisions tab.


Enter the details for the decision; Name, Start date, End date and an (optional) Description.

Select Next to assign voters to the Decision.

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To assign a Voter select Add next to the name of the user, and set the Votes Required value.

To create the Decision select OK or Cancel to discard.

Once created the Decision will appear on the Agenda item.

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Selecting on the Decision will bring up the options pane:

Details: Opens the Decision viewer to display the Decision case.

Edit: Edits the Decision and voters.

Delete: Removes the Decision from the Meeting.

Upon selecting Details the case will load to the right of the Agenda:

The Decision viewer displays the status information of the Decision. Documents can be

added to the Decision in the same method Documents are added to a Meeting agenda.

To close the Decision and return to the Agenda, select Close.

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Redaction and other Features

Redaction

Redaction can be used to prevent specific users from viewing a particular Agenda Item.

To redact, enter Edit mode and select Redact agenda.

A menu will appear, select the agenda items to be redacted, once ticked select

‘Next’.

To remove access for the user on the selected Agenda items select ‘Remove’

next to the user name and select the ‘OK’ button. Redacted items will not be

visible to users through the Web app, or the Mobile app agenda view. Please

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note that any by default, any Redacted agenda items will not be viewable for

new users that are granted access to a Meeting Committee, and the access will

need to be modified through the menu in the steps above.

Adding Meeting Attendees

By default, users that have Contributor (or lower) access to a Meeting group will be added

to the Attendee list when the meeting is created.

To add an attendee, select the + Attendee button.

Fill in the fields for your Meeting attendee. The e-mail field is used to issue a

notification once the Meeting has been Published. To confirm, select OK.

Once created the new attendee will appear in the Attendees list.

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Editing and Deleting Meeting Attendees

To edit an attendee, select the Edit button. A window will appear which can be

used to modify the attendee details.

Select OK to confirm the changes or Cancel to discard.

To delete an attendee from the Meeting, select the Delete button.

To confirm the deletion, select OK.

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Creating an Action

To create an Action, select the Actions tab and select the + Action button.

Complete the form and assign the Action to a user. To create the Action, select OK, to

discard the Action select Cancel.

Once created the Action will appear in the Actions tab. Users will be able to see whether

the Action has been completed, and whether it is assigned to them.

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To view the action select it from the Actions tab. From here Controller level users will

be able to add a Document (similarly to how a document is uploaded to the Agenda),

add a Comment, or Edit the action.

The user for which the Action is assigned to can complete the Action by selecting the

Complete action button.

Editing or Deleting an Action

To edit the action, the Controller can select the Edit action button when viewing the Action,

or alternatively select the Edit button when hovering over the Action in the Actions tab.

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Select OK to confirm the changes or Cancel to discard.

To delete the Action, select the Delete button.

To confirm the deletion, select OK.

Minutes

To upload a Minutes document, open the Minutes tab and select the + Minute button.

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A Windows Explorer folder will open, locate the paper to be uploaded using the

Explorer window, select it, and then select Open.

Once uploaded the minutes document will appear in the Minutes tab. Alternatively

multiple documents can be uploaded by dragging and dropping from a stored location

on the device being used to access the app.

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PDF Meeting Pack and Agenda download

To download a PDF Meeting pack, OneNote document or Agenda Word document

select the Download pack button and select the relevant option from the drop

down. Once selected the site will create and download the document.

Publishing a Meeting

To publish the Meeting select the Publish button.

An optional comment can be added to the notification that Meeting attendees receive once

published. To publish, select OK.

Once published a Meeting can be unpublished by selecting the Unpublish button

(which replaces the Publish button).

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Settings

Accessing the Settings Menu

To access the settings menu, select the cog wheel icon in the top right hand

corner of the app.

The settings menu is split categorically into different sections which manage the

settings of the MeetingSquared app.

Information

Information regarding the app installation is held here, such as Version, Installation

date and Time zone are stored here.

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Application

Settings of the application can be changed here:

Name: The title of the SharePoint site/Application. Please note that this will not change

the name of the SharePoint site, only how it appears in the mobile application.

Logo: Allows a custom logo to be uploaded to replace the default MeetingSquared logo.

Primary Color: Main colour for custom branding of the MeetingSquared web application.

Secondary Color: Accent colour for custom branding of the MeetingSquared web

application.

Agenda Actions: Allows custom ‘Agenda Actions’ to be created (default options

Document, Vote, Meeting).

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Sharing Annotations: Enables/Disables use of Shared annotations via MeetingSquared

mobile application.

Sync Annotations: Enables/Disables syncing of user annotations made on the

MeetingSquared mobile application to the SharePoint site libraries, which allows for the

annotations to be available across multiple devices the user signs in to.

Knowledge: Enables/Disables use of Knowledge module via MeetingSquared mobile

application.

Knowledge URL: Knowledge URL for use with MeetingSquared mobile application. Please

note that this must point to the ‘top level’ of the site where the application is installed to,

and cannot be pointed directly at a document folder. The mobile application view will

allow the user to navigate to the document folder. For example, if the following URL was

the address of the document/knowledge library:

https://demo.sharepoint.com/sites/Demo/MeetingSquared/Documents

The value to be entered in to the Knowledge URL field would be:

https://demo.sharepoint.com/sites/Demo/MeetingSquared

If you require further assistance with this please do not hesitate to contact our Support

team using the details in the Support section of this guide.

Decisions: Enables/Disables use of Decisions module via MeetingSquared mobile

application.

Emailing: Enables/Disables Emailing of items from MeetingSquared mobile application.

Printing: Enables/Disables Printing of items from MeetingSquared mobile application.

Push Notifications: Enables/Disables Push notifications sent to the user device by the

MeetingSquared mobile application.

Touch Id: Enables/Disables ‘Touch ID’ sign-on mode for supported devices being available

on the MeetingSquared mobile application.

Offline Access: Enables/Disables Offline access mode being available on the

MeetingSquared mobile application.

Authentication Timeout: Duration (in minutes) a user can remain logged in on the

MeetingSquared mobile application before they are prompted to authenticate their

session with their password.

Authentication Prompt: Duration (in minutes) a user can remain in Offline Access mode.

When the duration expires a sign in (with an active internet connection) must be made.

https://demo.sharepoint.com/sites/Demo/MeetingSquared/Documents

https://demo.sharepoint.com/sites/Demo/MeetingSquared

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Email Notifications

E-mail messages can be customised and disabled within this settings menu using

the sliders and text boxes. Select Save to finalise any changes made.

Administrators

Additional MeetingSquared administrators (users that are able to create Meeting

Groups and Decisions) can be added within this section. To add an Administrator,

select the (+) icon and select ‘Add Administrator).

Type the name of the user to add, or select the user from the list and select OK to add.

Administrators can be deleted by selecting on to the user and selecting Delete.

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Support

If you have any queries/questions, please do not hesitate to contact the Support Team:

Telephone: +44 845 203 7829

Email: [email protected]

Live

Support: http://eshare.co.uk/contact-us/