To create agenda items in a meeting, follow the steps below:
Access the meeting in which you want to add agenda items.
Click the “Create agenda item” button.
Select the type of agenda item: Agenda Item or Agenda Deliberation.
The Break option can be used to add a short recess during the meeting.
If you select Agenda Item, enter the item title, the duration, and choose the person responsible.
If you select "Agenda Deliberation" you must provide the following information:
• The title of the subject to be discussed;
• The type of deliberation;
• The participants who will vote on this agenda item.
For each agenda item created, it is also possible to add comments and upload files.
Creation of Agenda Items with Sub-items
A well-structured agenda makes meetings clearer and more objective. With the new sub-items feature, you can better organize topics by dividing main topics into subtopics.
The process for creating sub-items follows a simple logic:
1. Create an agenda item normally (as a main topic);
2. After creating the items, identify the one you want to transform into a sub-item;
3. You can either:
o Activate the sub-item option, or
o Drag the item to position it below and within the desired item;
4. The system will automatically reorganize the structure.
When an item is defined as a subitem, it becomes part of the immediately preceding item.
For example:
if there is Item 2 and Item 3;
transforming Item 3 into a subitem;
will display it as 2.1, placing it under Item 2.
Important:
• Sub-items are always linked to the preceding item.
• It is possible to reorganize the structure by dragging the items.
• They help to further detail the main topics.
• They improve the organization and clarity of the agenda.
• They are ideal for topics with multiple discussion points.
How to change the order of agenda items:
To change the order of the agenda items:
click on the item and drag it upward or downward.The system will automatically adjust the schedule.
How to Add Additional Files?
When creating the main meeting agendas, you can now add supplementary documents as supporting materials for the participants, without needing them to be embedded within the agenda.
To access this feature within the meeting, simply:
• Select "Additional Files."
• Click on the "Send Additional Files" option or on the "+" button next to "Additional Files."
This action can only be performed by the meeting owners.
When these files are added, users will be able to view and download them as needed. Compatible formats include PDF, Word, PowerPoint, and Excel (please note that in the case of Excel, the system will not process the file; it will be available for download only). It is important to mention that these documents will not be incorporated into the Bluebook or the knowledge base.
If a document added in this section is deleted, it can be restored by clicking on the "Trash."