Meeting book

What is the meeting book?

The meeting book is a downloadable PDF that includes:

• The meeting details
• The agenda
• All documents attached to the agenda

It provides a complete overview of the meeting in a single file, useful for offline access or archiving purposes.

How can I download the meeting book as a PDF?

Depending on your role and access view, you can download the meeting book in two ways:

From the participant view:

1. Go to the Agenda tab of the meeting
2. Click on the Download icon at the bottom of the page
3. Select “Meeting book”

The download will begin automatically in your browser. Depending on your browser settings, you might need to allow the download. Please note that this can take a few moments depending on the number and size of the documents.

From the edit view (for meeting organisers and users with all content acces):

1. Open the concerned meeting

2. In the up bar, click on the same Download icon

3. Select “Meeting book”

Where can I find document download options?

Download options in general are grouped in one place to make it easier for you to access the meeting content you need. From the same download icon in the Agenda page, you can also download:

• the agenda

• all meeting documents (ZIP file)

• minutes (if available)

• meeting book

Why can’t I download the meeting book?

There are several reasons why the meeting book might not be available:

1. Mobile or tablet access: the meeting book cannot be downloaded from the Sherpany iOS, Android or Windows apps, due to security restrictions that prevent file downloads.
   ✅ Solution: Use the web version of Sherpany on your mobile browser.

2. The agenda is not published yet:  the meeting book option becomes available only when the agenda is published. In some cases, the meeting editor may choose to publish the agenda to specific users only, which means others will not see the option to download the meeting book.

3. Security level applying: If some documents in a meeting have a 4th security levels the document in question won’t be included in the meeting book or bulk download. A message will inform the user that this document won’t be downloaded due to its higher security level. 

4. Password-protected PDFs: Password-protected PDFs cannot be included in the meeting book. This is because the meeting book is a single file and doesn’t support prompting for individual passwords.

Does the security setting affect document downloads?

Yes. The ability to download the meeting book or any meeting documents depends on your organisation’s security settings. If downloads are restricted, the option to generate the meeting book will not appear.

What is the impact of custom invitations on the meeting book content?

The content of the meeting book may vary depending on whether your meeting uses a custom invitation setup. This might affect:

• The title or layout of the PDF

• The visibility of certain agenda items or participants