Managing Meetings

Meetings are central to committee governance. This guide covers the full meeting lifecycle — from creation through follow-up.

Meeting Statuses

Meetings have two status layers:

Stored Status	Display Status	Description
Scheduled	Scheduled	Date set, upcoming
Scheduled	In Progress	Currently happening (computed from date/time)
Scheduled	Completed	Finished (computed from date/time)
Cancelled	Cancelled	Will not take place

Note

The “In Progress” and “Completed” statuses are computed automatically based on the meeting’s scheduled date, start time, and end time. You only need to set a meeting as “Scheduled” or “Cancelled”.

Creating a Meeting

Use the meeting creation wizard to set up a new meeting:

1. Enter Details

   • Title — Meeting name (e.g., “Q1 Review Meeting”)
   • Description — Purpose and context

2. Set the Schedule

   • Date — When the meeting will occur
   • Start time and end time — Meeting duration
   • Recurrence — Optionally set a repeating pattern (see below)

3. Choose a Location

   • Physical location address, or
   • Virtual meeting link

4. Review and Create

   Confirm all details and create the meeting.

Recurrence Patterns

Set meetings to repeat automatically:

• Weekly — Same day each week
• Biweekly — Every two weeks
• Monthly — Same date each month
• Custom — Define your own pattern

When you create a recurring meeting, Pilotus generates all future occurrences. Each occurrence can be individually edited or cancelled.

Meeting Views

Timeline View

A visual horizontal timeline showing all meetings:

• Equal-spacing layout — Meetings displayed as cards in chronological order
• Time elapsed labels — Shows duration between meetings
• Today indicator — Pulsating marker showing the current date
• Color-coded statuses — Quickly identify scheduled, completed, and cancelled meetings
• Click to open — Click any meeting card to view its details

The timeline scrolls horizontally and is ideal for seeing your meeting history and upcoming schedule at a glance.

Table View

See all meetings in a sortable table:

• Sortable by date, status, or title
• Quick status indicators
• Filter by date range
• Search by meeting name

Before the Meeting

Preparing the Agenda

A good agenda is essential. See Agendas & Templates for details.

Quick checklist:

• Add all discussion items
• Set time allocations for each item
• Link relevant documents
• Review pending actions from previous meetings

Managing Attendees

Use the attendee management modal to manage who attends:

Organization Members

Add members from your organization:

1. Open the meeting
2. Click “Manage Attendees”
3. Search for users (accent-insensitive search)
4. Select members to add

Guest Attendees

Add external guests:

1. Open the meeting
2. Click “Manage Attendees”
3. Switch to the “Add Guest” tab
4. Enter guest name and email

RSVP Tracking

Track who’s attending:

Response	Meaning
Accepted	Will attend
Declined	Cannot attend
Tentative	May attend
No Response	Hasn’t replied yet

During the Meeting

Taking Notes

Use the meeting notes editor to record discussions:

1. Open the meeting
2. Click “Meeting Notes”
3. Use the rich text editor to capture key points
4. Notes are saved automatically

Tips:

• Focus on decisions and action items
• Note who said what for important points
• Capture any follow-up questions

Recording Decisions

When a decision is made:

1. Click “Add Decision”
2. Enter the decision statement
3. Link it to the agenda item
4. Optionally add context or rationale

See Decisions for more.

Creating Actions

When an action item emerges:

1. Click “Add Action”
2. Describe the task
3. Assign to a responsible person
4. Set a due date
5. Link to the agenda item

Actions appear in assignees’ Act module.

After the Meeting

Completing the Meeting

1. Review Notes

   Ensure all important points are captured in the meeting notes.

2. Verify Decisions

   Confirm all decisions are recorded with clear wording.

3. Check Actions

   Make sure all action items have owners and due dates.

4. Share Minutes

   Export or share the meeting summary with participants.

Sending Follow-ups

After completing a meeting:

1. Generate meeting minutes (summary of notes, decisions, actions)
2. Share with participants
3. Ensure action owners know their responsibilities

Copying Meetings

Create follow-up meetings efficiently:

1. Open a future meeting
2. Click the menu (three dots)
3. Select “Copy Meeting”
4. Adjust the date and title
5. The new meeting includes the agenda structure

Note

Only future meetings can be copied. This prevents accidentally duplicating completed meetings.

Best Practices

Before Meetings

• Send agendas 24-48 hours in advance
• Include relevant documents and context
• Clear time allocations for each item

During Meetings

• Start on time and follow the agenda
• Record decisions in real-time
• Assign clear owners to action items
• End on time

After Meetings

• Capture meeting notes within 24 hours
• Ensure all actions have due dates
• Follow up on pending items before next meeting

Next Steps

• Agendas & Templates — Create effective meeting agendas
• Decisions — Record and track decisions
• Follow-ups — Manage action items from meetings