Field

Explanation

Meeting Type

Which type of meeting to create. Selecting Non-Meeting Event will allow you to add an event that is not an eSCRIBE meeting. The Meeting Type will drive the template that is selected as the starting point for the meeting.

The group of attendees participating in this meeting. Attendee groups cannot be changed once a meeting has been created. The meeting would need to be deleted and recreated. 

Meeting Location

The Location of the meeting. This information includes name, address, etc.

Closed Location

If the Different Closed Session Location checkbox is selected, this dropdown is used to specify where the closed meeting is located.

Note: This is only required for display on the agenda package. It is not required for any procedural reason.

Session One
Start Time

Start date & time for meeting.

This information will display within the prepared PDF agenda package(s), not the HTML version. Only the start time will display on the publishing iframe and the HTML agenda(s). 

Session One
End Time

End date & time for meeting.

Time Override

This field will replace the time field in agenda package to use words to describe the start time of the meeting.

i.e., Immediately following the committee meeting.

Add a Session

Select and choose a date/time for the second session of the meeting. This second session will be displayed on the agenda package for the meeting.

Submission Deadline

Deadline for reports (using Report Manager module) to be submitted for this meeting. This is populated from the Meeting Type settings.

Submission Reminder

Number of days prior to the submission deadline that items in Draft Reports should turn orange, to indicate the upcoming deadline. This is populated from the Meeting Type settings.* Please note no email is triggered based on the reminder.

Meeting Number

If your organization uniquely numbers its meetings, enter the meeting number here.

Resolution Number

Default template for resolution numbers.   This text will be supplied as a default resolution number, which can be edited by administrators. IE: 2015-RC-___

Description

A description for the meeting. This can be seen on the meeting’s Edit screen.

Meeting Notifications

Select to send meeting notifications to participants. You can select to send invites only to voting members, or to all participants, as well as add custom notes to the invitation. This sends a standard meeting request to the participants that can be added to their calendar.

Meeting Recurrence

If the meeting is recurring on multiple dates, you have the option of setting the recurrence schedule here.

Options include None, Every Week, Every Other Week, and Monthly. Select the number of occurrences to create.