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Meeting Types

The Meeting Types maintenance page is accessed by selecting Meeting Types from the Admin menu. It is only accessible to System Admin or Admin users.

Meeting types are assigned to a document, usually at the template level, and are used for the following purposes: 1. Filtering of data in the Reports module, Resolution Register and Action List. Therefore one of the main criteria to consider when deciding what meeting types to set up is what information that you want to extract from these areas. 2. As an Auto Insert Field e.g. to automatically enter the meeting type onto the front page of an agenda. 3. To set up minutes resolution number prefixes. 4. To exclude specified meeting documents from the Public Resolution Register. 5. To specify which users should be available for voting in a particular meeting i.e. Voting Users

An example list of meeting types is shown below.

Adding a Meeting Type

To add a meeting type: 1. Click the Add button 2. Enter a Name for the meeting type 3. Select the required Resolution Number Prefix (will only display if the corresponding option is turned on in System Config) 4. Include in Public Resolution Register: tick this checkbox, if you are using a public resolution register and you want resolutions from minutes, associated with documents linked to this meeting type, to be included in the public resolution register. 5. Voting Users: Assign the users that you wish to be available for voting purposes in minute processing for this meeting type (mover, seconder etc.). Note that these users must first be added as a standard end user on the Users maintenance page. Users are assigned to the meeting type by expanding the Voting Users panel, clicking on the Assign button, selecting the required users and clicking the Add button. Once users are in the list you can control the order in which they will be displayed by entering a number in the Order column. 6. Save the new record.

Editing a Meeting Type

To edit an existing meeting type click on the row in the list and edit the Name, Resolution Number Prefix, Include in Public Resolution Register setting and the list of Voting Users as required. If you no longer wish a meeting type to be used then simply place a tick in the Inactive checkbox. Inactive records will be displayed in the list of meeting types with a line through their name.