In this article, you will learn how to:
- Add a topic,
- Edit a topic,
- Assign participants and guests to a topic,
- Clone topics,
- Delete topics,
- Schedule topics,
- Remove a scheduled topic from an agenda.
Add a topic
- Click on the "+ New Topic" button.
- Fill out the requested information.
- Click on Save.
More information on the fields:
| Field | Description |
|---|---|
| Agenda item title | Enter the name of the topic. |
| Meeting date | Propose a meeting date or leave empty. |
| Duration in min. | Select the duration of the topic. |
| Requestor | The person who created the topic. Displayed as information for editors/members on the agenda. |
| Item leader | Person owning or presenting the topic in the meeting. |
| On behalf of | If added on behalf of someone, that person is shown as requestor on the agenda view. |
| From group | Select the group/department the topic is coming from. |
| To group | Select the group/department the topic is addressed to. |
| Agenda item type | Select the agenda item type. |
| Description | Write a summary of the topic, including the goal and any preparation required from participants. |
| Documents | Attach documents to the topic. Documents can be attached after scheduling as well. |
| Notes | Add any relevant information for the meeting organisation (e.g. missing docs). |
| Participants & Guests | Assign users and guests during topic creation. Guests not already in the meeting will have access to this topic only. |
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.
Assign participants and guests to a topic
- While creating or editing a topic, scroll to the Participants & Guests section.
- Add the names of the users who should have access to this specific topic.
- Once the topic is scheduled, those not already in the meeting will be added as guests, with access only to that agenda item.
Note: If the assigned users are already meeting participants, they will automatically gain access to the new topic.
Clone topics
Select one or multiple topics.
Click on Clone.
Delete topics
Agenda item topics can be deleted by the author or editors of the groups “requested by” and “requested to” as long as a topic is “Open”.
Select one or multiple topics.
Click on Delete.
Confirm the deletion.
Information
When a scheduled topic is removed from a meeting agenda, it will only return to the "Open" status in the Topic Hub backlog if this action is performed before the meeting starts (according to the date and time defined in the meeting details). Once the meeting has started, the removed topic will remain "Scheduled" until the meeting ends, at which point it will automatically switch to "Closed" and will not return to "Open"
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.
Note: Assigned users who are not meeting participants will be added as guests for the topic only.
How to remove a scheduled agenda item from the meeting?
Go to the meeting agenda.
Click on the bin icon next to the topic.
Confirm the removal.
After removal, the topic will appear as “Open” in the Topic Hub again.
Frequently asked questions and answers
It is not possible to edit topics in the Topic Hub that have already been scheduled for a meeting. Only topics with the status "Open" can be edited.
No, changes made to the meeting agenda are not reflected in the Topic Hub, as there is currently no sync between the two spaces.
However, if a scheduled topic is removed from the agenda, it will only return to the "Open" status in the Topic Hub backlog if this action is performed before the meeting starts (according to the date and time specified in the meeting details).
Once the meeting has started, the removed topic will remain "Scheduled" until the meeting ends, at which point it will automatically switch to "Closed", without returning to "Open".
PDF and Microsoft Office documents can be added.
If a topic you created is scheduled, you will receive a notification and the status will change to “Scheduled”.
There is no time limit to add a topic. As long as the status is "Open", you can keep editing and attaching documents.