Support Centre

Create a meeting

In this article you will learn how to:

Meeting creation

  • announce a meeting
  • create an agenda
  • clone a meeting
  • create and use templates
  • delete a meeting

Invitation & meeting book

  • generate a PDF invitation 
  • generate a PDF meeting book

Meeting Creation

Announce a meeting

Choose a meeting type

When you click on "Add a Meeting", you have to select which type of meeting you want to organise and you get to choose between: 

Physical Meeting:  Event where the participants get together in a defined location to attend a meeting and follow the meeting Agenda in Sherpany. 

Conference Call:  Event where the participants get together via audio/video call, using an external system and following the meeting Agenda in Sherpany. 

Circular Resolution: Event where Directors can virtually or physically pass a Circular Resolution through Sherpany.

Set up the meeting 

After choosing the type of meeting you want, you will be asked to set up the Details of the meeting.
Some fields are mandatory

  • Meeting name
  • Date
  • Time
  • Time zone

The others even if not mandatory for the creation, are important too:

  • Participant: you can select the members or groups as attendees or viewers (they don't participate, but they are included) or add extra editors (they will be able to edit the agenda of this meeting)
  • Location
  • Conference Call: you can add the link or the phone number to join the audio/video call.
  • Information: Description of the purpose of the meeting.
  • Reminder to publication: on the selected date all meeting editors will receive an email with a reminder to publish the meeting.
  • Custom invitation: you can add a PDF file to attach an invitation by browsing in your computer or using drag & drop. If you don't add any, a standard cover page will be showed.

Information  

When adding a group containing Editors to the list of “Attendees”: Editors from that group ARE automatically added as Editors of that meeting. 

When adding a group containing Editors to the list of “Viewers”: Editors from that group are NOT automatically added as Editors of that meeting.


Then click on " Announce " to go to the next step

Create an agenda

To create an agenda, you will have to add agenda items and documents. To do so:

  1. Type in the title of the first Agenda item and press "Enter".
  2.  Below the newly created agenda item, edit the details of the item and save it.

Info

You can learn more about agenda items and permissions in this article also learn how to add documents in this article.

You can edit your agenda as much as you want, don't forget to save the changes and publish again. 

Clone a meeting

If you want to save time in organising recurrent meetings, you can choose to clone an existing meeting.
To do so:

  1. Choose a meeting
  2. Open the agenda
  3. Click on the icon on the upper right side of the page
  4. Confirm the cloning
  5. The details page of the cloned meeting will open and you will be able to set it
  6. Remember to change the name of the meeting and the date as well

Warning

  • Please keep in mind that documents will not be cloned,  in the new meeting, including the invitation if added.
  • If you don't change the date of the cloned meeting it will keep the original one, if you don't find your new meeting in the upcoming ones, it is probably close to the original one in the archives.
Create and use templates

Templates are very useful if you often create meetings with the same agenda structure.

To create a template:

  1. Go to the agenda of the meeting
  2. Click on the icon with the three dots on the top right of the page
  3. Click on the “Create template” icon
  4. Name the template
  5. Click on the "Create template" button.

To use a template:

  1. After announcing a new meeting,
  2. Choose one of the templates you created by clicking on it



Warning

Please keep in mind that documents will not be copied,  in the new agenda
Delete a meeting

If you created a meeting by mistake or you just need to delete, you just have to:

  1. Go to the details or the agenda of the meeting
  2. Click on the icon with the three dots on the top right of the page
  3. Click on the trash bin icon (''Delete meeting'')
  4. Confirm the deletion

Warning

Delete a meeting is not reversible. If you deleted a meeting by mistake you can contact our Customer Happiness team

 +41 (0) 44 515 89 60 support@sherpany.com  

Invitation & Meeting Book

Generate PDF invitation & meeting book

How to generate an invitation in PDF?

If you'd like to attach a "Custom Invitation" showing the details of the meeting or send it via e-mail to the members, you must:

  1. Go to the agenda of the meeting
  2. Click on the icon on the bottom of the page
  3. It will automatically start the download of the PDF on your browser. (You can be requested to allow the download from your browser.)

How to generate a meeting book in PDF?

The meeting book includes the details of the meeting, the agenda and the documents.
If you need to keep a digital record of all the meeting books, you can:

  1. Go to the agenda of the meeting
  2. Click on the icon on the bottom of the page
  3. It will automatically start the download of the PDF on your browser. (You can be requested to allow the download from your browser.) It can take a while depending on the quantity of documents in the agenda.

Warning

The  meeting book icon is enabled, only if documents are added to the agenda.

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