Meeting Agenda Structure Template

The Meeting Agenda Structure Template Editor is where you design the "skeleton" of your meeting. By setting up a template, you ensure that every generated agenda follows your club’s specific traditions and timing without having to rebuild it from scratch every week.

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To access this, navigate to Club Settings and select Meeting Agenda.

Basic Options

Configure the default settings that will apply to every agenda unless overridden.

• Meeting Start Time: Set the default time for your meetings (e.g., 08:00:00 PM). This can be adjusted for individual meetings later.
• Meeting Location: Enter your club's default physical address or venue name (e.g., Gloomy Community Center).
• Include Meeting Theme: Check this box if you want to feature a "Meeting Theme" on your agendas.
• Include Word of the Day: Check this box if you want to feature a "Word of the Day" on your agendas.

Adding and Managing Agenda Items

Use the "Add Agenda Item" panel to build your agenda structure.

Available Item Types

• Preset Sessions: Pre-built blocks like "Introduction Session," "Speeches Session," and "Evaluation Session."
• Officer-Based: An entry performed by a specific club officer (e.g., "President's Opening Remarks"). You can select the officer from a dropdown.
• Role-Based: An entry performed by the person holding a specific meeting role (e.g., "Call to Order" by the Presiding Officer). The system will automatically populate the name based on the schedule.
• Break Time Item: A designated break period.
• Custom Item: A completely custom entry where you define the title, duration, and description.

Adding an Item

1. Select an item type from the dropdown.
2. Fill out the required fields:
   • Agenda Entry Title: The name of the item (e.g., "Call to Order", "Welcome Guests").
   • Duration (in minutes): How long this item should last.
   • Description (optional): Additional notes or instructions for the item.
   • Performed By: For Officer-Based items, select the specific officer.
3. Click the blue ADD ITEM TO TEMPLATE button.

Managing the Structure

• Edit: Click the blue Edit button to modify an existing item's title, duration, or description.
• Delete: Click the red Delete button to remove an item from the template.
• Reorder: Use the up/down arrows next to each item to drag and drop them into your desired order.

Mapping Roles to Items

For segments that involve a role holder (like "Timer" or "Individual Evaluators"), you can link the item to a specific Meeting Role.

• When the actual agenda is generated, the system will automatically pull the assigned member's name into that slot.
• Items without linked roles (like "Recess") will simply appear as timed segments on the printed page.
• When the actual agenda is generated, the system will automatically pull the assigned member's name into that slot.
• Items without linked roles (like "Recess") will simply appear as timed segments on the printed page.

Saving Your Template

Click the blue SAVE button at the bottom of the "Basic Options" section to save your template. All future agendas will use this structure as a foundation.

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Last updated: December 21st at 12:31pm