In this article you will learn how to:
- How to add a topic?
- How to edit a topic?
How to clone topics?
How to delete topics?
How to schedule topics?
How to remove a scheduled topic from an agenda?
How to add a topic?
- Click on the create button
- Fill out the form
- Click on Save
More information on the fields:
| Agenda item title | Enter the name of the topic |
| Meeting date | Propose a meeting date or leave empty |
| Duration in m | Select the duration of the topic |
| Requestor | A person who created the topic. The requestor is also displayed as information for editors/members on the agenda. |
| Item leader | Enter the name of the person who is owning or presenting the topic in the meeting |
| On behalf of | If you are adding the topic on behalf of someone, you can enter this person here. If the field contains a value, this value will be displayed as the requestor on the agenda view as information for editors/members. |
| From group | Select the group/department where the topic is coming from |
| To group | Select the group/department where the topic is addressed |
| Agenda item type | Select the agenda item type |
| Description | Write a summary of the topic. We advise to include the goal and preparation required from other participants |
| Documents | Attach documents to a topic. Documents can also be attached to a topic after the topic is scheduled for a meeting |
| Notes | Add additional information that is relevant for the people involved in the meeting organisation. E.g. information about missing docs |
How to edit a topic?
Agenda item topics can be edited by the author of the topic as well as the editors of the groups “requested by” and “requested to” as long as a topic has the status “open”.
- Select one or multiple topics
- Adjust the necessary fields
- Click on Save
How to duplicate topics?
- Select one or multiple topics
- Click on Duplicate
How to delete topics?
Agenda item topics can be deleted by the author of the topic as well as the editors of the groups “requested by” and “requested to” as long as a topic has the status “open”.
- Select one or multiple topics
- Click on Delete
- Confirm that you want to delete
How to schedule topics?
Topics can only be scheduled for meetings that have already been published.
- Select one or multiple open topics
- Click on schedule
- Select a meeting
- Click on Schedule
How to remove a scheduled agenda item from the meeting?
- Go to the meeting agenda
- Click on the bin icon on the row
- Confirm you want to unschedule
After you have removed the topic from the agenda, it will appear as open in Topic Hub again.
What happens if I edit a topic in the Topic Hub that is already scheduled in a meeting?
It is not possible to edit topics in the Topic Hub that have already been scheduled for a meeting. In the Topic Hub, only topics with the status "Open" can be edited.
What happens if I edit a topic in the agenda item on the agenda, will these changes also be reflected in the Topic Hub?
No, these changes are currently not reflected since there is no sync between the agenda and the Topic Hub.
What kind of documents can be added to a topic?
PDF and MS Office documents can be added to a topic.
How do I know that my topic will be addressed in a meeting?
If a topic you created is scheduled for a meeting, you will receive a notification. Also, the status of the topic is changed to “Scheduled”.
For how long can I add a topic?
There is no time limit on Sherpany’s side to add topics for the next meeting. As long as a topic has the status “Open” documents can be added to a topic.