One meeting

Say whether you are coming

1. Open the meeting from your notification, the Meetings calendar or Governance.
2. Press Attendance.
3. Under Are you coming?, press going, maybe or declined.

Then: Your answer shows beside your name for the secretary, and the reminder asking you stops. It is not the register: the secretary records who actually came, and somebody who said declined and is marked absent is listed under apologies in the drafted minutes.

Who: Everyone on the meeting's list is reminded in the two days before it, and anybody who has not answered is asked again.

Mary Ann will be traveling on the day of the Q3 Board Meeting and presses declined. The secretary sees said declined beside Mary Ann's name, and the drafted minutes list Mary Ann under apologies.

Set the agenda and add the papers

1. On Agenda, type the item under Add an item, and Presented by if you like.
2. Choose what It is: To receive, To discuss or To decide, and how many Minutes it gets.
3. Press Add to agenda. Move it with the up and down arrows beside it.
4. Under the item, name a paper in Or add a paper for it, choose it From Drive or paste a Link, and press Add it.
5. For a paper that belongs to no item, use Add a paper for the meeting.
6. Choose how far the meeting goes under Papers: Ordinary business, Restricted or In camera, and press Set.

Then: Everyone who can open the meeting sees the agenda and the papers' titles, with the minutes the items add up to against the meeting's length. A paper from Drive opens only for the people it is shared with in Drive; anyone else reads not shared with you.

Rather not? Press Take off beside a paper to take it off the meeting; the document in Drive is untouched.

Grace adds Audited accounts, to decide, 20 minutes, presented by the Treasurer, with the accounts from Drive as its paper. Two members read not shared with you beside it, so Grace shares the file with them in Drive before the meeting.

Open, move or call off the meeting

1. Press Open the meeting when it starts.
2. To move it, press Edit meeting, change when it Starts or its Location, and press Save.
3. To change who presides, check Change who holds these posts, choose In the chair and Taking the minutes, press Save, then Save it.
4. To call it off, press Call it off, say Why, and press Call it off again.

Then: Calling it off tells everyone invited, with your reason, and stops its reminders; Put it back on tells them it is back. A move tells nobody: pass it on yourself.

Who: The chair, vice-chair or secretary opens it and calls it off. Anybody who can run board business here can move it, but only an officer, or the owner or an administrator, names who presides.

The auditor cannot make the 14th, so Grace, the secretary, moves the board to the 21st under Edit meeting. The agenda, the papers and everyone's answers move with it, and Grace emails the members, because a move tells nobody.

Take the roll, vote and decide a motion

1. On Attendance, the chair, vice-chair or secretary checks each person in the room and presses Take the roll.
2. On Motions, type the motion under Move a motion, choose Moved by and Seconded by, and press Record motion.
3. Each member marked present presses for, against or abstain, or stand out and gives the reason.
4. The chair presses Put the motion.
5. Once it has carried, press Record as a resolution to put it in the register.

Then: It carries or fails by the body's own rule, counting only the ballots of those marked present, and the tally is kept with it. Quorum counts the members marked present: a guest never counts, and nobody counts until the roll is taken.

Rather not? The chair can press Add it to the agenda to set it aside for a later meeting instead of putting it now, or Withdraw it: neither is a vote, so neither keeps a tally.

Who: A presenter who is not on the roster can be asked as a guest: on Attendance, find them under Invite somebody and press Invite as guest. They are told, with the meeting's time. A guest is in the room and not in the vote, and only somebody seated at the meeting's unit, beneath it or above it, can be invited.

Seven of nine are marked present. The motion to adopt the audited accounts carries 6 for and none against, with Daniel standing out as a director of the auditors. Grace presses Record as a resolution, and it appears in Decisions as 2026-014.

Write and approve the minutes

1. On Minutes, press Draft from the agenda on the meeting's own page.
2. Read it through and add what was said.
3. Press Save minutes.
4. On Actions, press Record an action for each job given out, choose who it is Assign to and when it is Due, and press Record action.
5. An officer who did not write the minutes presses Approve minutes and close the meeting.

Then: The meeting closes, everyone on it is told the minutes were approved, and its reminders stop. The text as approved is kept, with each earlier save under Earlier versions. Somebody given an action is told.

Rather not? Draft again from the agenda asks before it replaces saved work, and keeps that text as an earlier version. Where the assistant is on for you, Draft with the assistant writes a draft for you to put in the box, read and save.

Who: Anybody who can run board business here writes the minutes and records actions; the chair, vice-chair or secretary approves them. Fourteen days after a meeting with no approved minutes, its chair and secretary are reminded, and six hours after a meeting nobody opened, they are asked about it.

After the Q3 meeting, Grace presses Draft from the agenda: the roll, the quorum, each item and every tally are written in. Grace adds the discussion, saves, and records two actions for Sokha. Daniel, the chair, approves the minutes, and the meeting closes.