Inviting a Guest to a meeting

How to invite a guest to a meeting?

As a meeting organiser, there are two ways to invite Guests to your meetings, you can:

• Set any of your organisation's users as Guests : You can invite any users within your organisation who already have a Sherpany account by selecting Set as a guest from the drop-down menu in your Meeting Details Tab and/or when creating an agenda.

• Invite any person as a Guest with a dedicated Guest licence : Any person, regardless of whether they have a Sherpany account or not. You can invite this person by sending an invitation email from the drop-down menu in your Meeting Details Tab, or when creating an agenda.

How to manage Guests on the Agenda Tab?

• The meeting organiser can add a person as a Guest to a single agenda item via the Add guests button. Once completed, the Guest will also appear on the Details tab, indicating the number of agenda items accessible for the Guest.
• Agenda items with at least one guest will be marked respectively with an icon (on the collapsed and expanded agenda item). It can be clicked to open the pop-up and will show details in a tooltip if hovered over with the mouse.

• In case the meeting organiser has added people to the details tab, but not granted any access to any agenda item, a warning will be shown (upon sharing / publishing the agenda). This should actively support the meeting organisers in avoiding mistakes.
• The meeting organiser has the possibility to add guests to multiple agenda items in one go, by using the respective bulk action. It will be shown as soon as at least one agenda item checkbox is selected.

How is the view mode displayed for the guests?

All the Guests have the same display as all users have in the view mode, but they can see only the agenda items they have access to, including meeting minutes. However, they see the timings of the other agenda items, which is helpful for their context when partially joining the meeting.

Users with the Guest licence do not have access to Tasks & Decisions, Library, and User Management.

How to manage the guests users?

The user manager can see the newly created users in their user section. The user permission will be marked as Guest licence. 

To keep track of them, Guests are also displayed in the Agenda PDF, Meeting Book PDF, and the Minutes PDF: In the overview and per agenda item they have access to.