Organiser Overview

Committees (formerly called steering groups) are governance bodies that oversee strategic initiatives. Pilotus helps you manage meetings, decisions, mandates, and follow-ups through the Organize module.

What is a Committee?

A committee is a formal body that:

• Meets regularly to review progress and make decisions
• Oversees implementation of strategic plans
• Makes decisions that guide organizational direction
• Tracks follow-ups from previous meetings
• Manages mandates and leadership roles

Examples include:

• Executive committees
• Board of directors
• Project steering committees
• Advisory councils
• Department leadership teams

The Five Tabs

When you open a committee, you’ll see five tabs:

Dashboard

The Dashboard gives you an at-a-glance overview of your committee with metric cards showing:

• Meetings count and upcoming schedule
• Mandates and their priorities
• Decisions and their statuses
• Actions and completion rates
• Documents count
• Members and OKRs

The dashboard also displays status breakdowns, framework completion indicators, and group info with tags.

Context

The Context tab is your committee’s governance hub. It contains:

• Mission — Editable description of the committee’s purpose
• Mandates — Formal responsibilities with priority levels
• Charter — Governance principles and rules
• Leadership Roles — Custom roles (Chair, Secretary, etc.) assigned to members
• Documents — External reference documents
• Decisions — Formal decisions made by the committee

See Context for full details.

Meetings

The Meetings tab manages your meeting lifecycle:

• Timeline or table view of all meetings
• Meeting creation wizard
• Agenda management with templates
• Attendee tracking with RSVP
• Meeting notes and minutes

See Managing Meetings for full details.

Access

The Access tab (owner only) manages committee membership:

• Add or remove members
• Assign permission levels (Owner, Contributor, Reader)
• Search users with accent-insensitive filtering

Settings

The Settings tab (owner only) configures the committee:

• Committee name and status (draft, active, completed, paused)
• Organization tags (up to 3)
• Component visibility toggles (governance, objectives, documents, meetings, actions)
• Agenda template manager

Creating a Committee

Use the creation wizard to set up a new committee:

1. Choose a Template

   Select from predefined templates (collaborative, executive, strategic) or start with a blank committee.

2. Configure Components

   Toggle which features to enable: governance, objectives, documents, meetings, and actions.

3. Assign Responsibility

   Choose to manage the committee yourself or delegate ownership to another team member.

4. Set Committee Details

   Enter the committee name and short name, review your choices, and create.

Tip

Templates pre-configure component visibility and settings, saving you time. You can always adjust settings later.

Structure of a Committee

Each committee contains:

Committee
├── Dashboard (metrics & overview)
├── Context
│   ├── Mission
│   ├── Mandates (with priorities)
│   ├── Charter
│   ├── Leadership Roles
│   ├── Documents
│   └── Decisions
├── Meetings
│   ├── Agenda Items (subjects & topics)
│   │   ├── Linked Actions
│   │   ├── Linked Decisions
│   │   └── Linked Key Results
│   ├── Participants & RSVP
│   ├── Meeting Notes
│   └── Recurrence Patterns
├── Access (members & permissions)
└── Settings (configuration & templates)

Plan Integration

Note

Every committee must be linked to exactly one organizational plan. This ensures strategic alignment.

The plan connection means:

• Committee objectives align with plan objectives
• Actions contribute to plan progress
• Decisions support strategic priorities
• Progress is visible in both contexts

Accessing Committees

Find your committees through:

1. Sidebar — Click “Organize” to see all committees you belong to
2. Plan Context — Access from within the linked plan
3. Search — Find specific committees or meetings
4. Calendar — See upcoming meetings across all committees

Committee Permissions

Permissions are independent from plan permissions:

Role	Capabilities
Reader	View dashboard, context, and meetings
Contributor	Create and edit meetings, decisions, actions
Owner	Full control including member management and settings

Caution

Having access to a plan does NOT automatically give access to its committee. Permissions must be explicitly granted to each.

Leadership Roles

Committees support custom leadership roles that are separate from platform permissions:

• Chair — Leads meetings, sets agenda
• Secretary — Takes notes, manages documentation
• Treasurer — Manages financial matters
• Custom roles as needed by your organization

Leadership roles are managed in the Context tab and can be assigned to any committee member.

Next Steps

• Context — Mission, mandates, charter, and leadership roles
• Managing Meetings — Schedule and run meetings
• Agendas & Templates — Create effective agendas
• Decisions — Record and track decisions
• Follow-ups — Manage action items