Prepare

The Prepare tab is your meeting coordination workspace. It gives Owners and Contributors full editing access to schedule meetings, build agendas, manage attendees, and capture notes.

Caution

The Prepare tab is only accessible to Owners and Contributors of committees. Users with Reader access will not see this tab — they should use the Meeting tab instead.

What You Can Do

The Prepare tab provides the same meeting management interface found in the Organize module, but aggregated across all your committees:

• Schedule meetings — Set dates, times, locations, and recurrence patterns
• Build agendas — Add discussion items with time allocations
• Manage attendees — Add organization members or external guests
• Track attendance — Monitor RSVPs and attendance status
• Take meeting notes — Use the rich text editor during meetings
• Record decisions — Capture formal decisions linked to agenda items
• Create actions — Assign tasks with owners and due dates

Preparing a Meeting

1. Select a Committee

   Choose the committee you want to prepare a meeting for from the list.

2. Create or Open a Meeting

   Create a new meeting using the creation wizard, or open an existing upcoming meeting.

3. Build the Agenda

   Add discussion items, set time allocations, and link relevant documents. Review pending actions from previous meetings.

4. Manage Attendees

   Add participants from your organization or invite external guests. Track RSVPs as they come in.

5. Run the Meeting

   During the meeting, take notes, record decisions, and create action items as they emerge.

Prepare vs. Meeting Tab

Feature	Prepare Tab	Meeting Tab
View meeting details	Yes	Yes
View agenda and notes	Yes	Yes
Edit meetings	Yes	No
Create/modify agenda	Yes	No
Manage attendees	Yes	No
Record decisions	Yes	No
Create actions	Yes	No
Access	Owners & Contributors	Everyone

Tip

For detailed guidance on the full meeting lifecycle — creation wizards, recurrence patterns, agenda templates, and RSVP tracking — see the Managing Meetings documentation in the Organize module.

Actions from Meetings

When you create actions during a meeting, they automatically appear on the Kanban board for the assigned user. This creates a seamless flow from meeting discussions to actionable tasks.

Actions created in meetings include:

• A link back to the originating meeting
• The assigned user (who will see it on their Kanban)
• A due date for tracking
• Connection to the committee’s objectives

Next Steps

• Meetings — Read-only meeting view for all users
• Kanban — Track and manage actions on the board
• Managing Meetings — Full meeting lifecycle documentation
• Agendas & Templates — Create effective agendas