Using MeetingSquared as an Administrator

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1 Using MeetingSquared as an Administratr Use the MeetingSquared web interface t set up and manage yur meeting. MeetingSquared is part f SharePint within Office 365 s yu use a web brwser t lg in using yur existing Office 365 username and passwrd. When yu lg in yu will see yur MeetingSquared SharePint site cntaining a large blue banner- click the banner t pen the MeetingSquared web interface. Getting Started Open a web brwser and lg in t yur MeetingSquared SharePint site using yur usual University username (in the frmat and passwrd. Imprtant: If yu are setting up a meeting fr the first time r are adding users t an existing meeting grup, it is advisable t check that access permissins are set up crrectly in SharePint (see Appendix fr instructins n hw t d this). Yu may als need t check and amend the SharePint site permissins when peple leave r jin cmmittees. Click the large blue Meeting Squared banner t g t the MeetingSquared web interface. Add the site t yur Favurites list in the brwser t make it easier t find. Alternatively, yu can fllw the site in SharePint (see page 6). Change the default ntificatin text When yu publish a meeting, all attendees will receive a ntificatin . On a new site the uses the MeetingSquared default text but we recmmend that yu change this. We have created a template t help yu d s, as yu must change the html cde via the MeetingSquared settings. Click the link belw t find the cde and instructins n hw t make the necessary changes. html instructins Nte: Yu will nly have t d this nce. When yu have changed the cde, the text will apply t all s yu send when publishing. Create a Meeting Grup When yu create a meeting, yu assciate it with a particular meeting grup (equivalent t a cmmittee). As an Administratr, yu can create and manage these grups within the MeetingSquared web interface. By default, members f a meeting grup are autmatically added t the Attendee list fr the meeting, but yu can edit this list if required. Click + Meeting Grup at the bttm left f the screen. Type a name and descriptin fr the new grup and click OK. University f Aberdeen :: Chse an item Reviewed: 10/11/2017 The University f Aberdeen is a charity registered in Sctland, N SC013683

2 Add Grup Members Click (r hver ver) the grup name t display the Peple/Edit/Delete buttns. Click Peple t add members t the grup. If yu can see the persn s name in the list at the left, click the Add buttn ppsite their name t add them t the grup. If yu can t see their name, click int the Search bx at the tp f the fr peple in the frmat [Last Name, First Name]. Click Add t add them t yur grup- by default users will have Member permissins, but yu can allcate different levels f permissins, if required. Hver ver the icns at the bttm f the screen fr mre details f each level. Click OK when yu have finished adding grup members. Warning: nly peple wh have been given access t the SharePint site will be able t access the meeting infrmatin. Create a Meeting Click + Meeting at the tp f the Meeting List Pane. Chse the Meeting grup frm the drp-dwn list. Type a name fr the meeting. Set the Start date by clicking the calendar icn and the Start time by clicking the clck icn. Set the End date by clicking the calendar icn and End time by clicking the clck icn. Type a descriptin fr the meeting. Click Next t mve t the Lcatin tab, if desired. Enter the lcatin f the meeting. It s best t start with the pstcde, s the map finds the general lcatin. Additinal infrmatin, e.g. rm, building can be added manually, but remember the map may nt be pinpint accurate. If yu have cnferencing details, click Next t mve t the Cnference tab and enter the details. Click Save. Build the Agenda Click the title f the meeting t select it. Click the + Agenda buttn at the right f the screen. Type the first agenda item and press [Enter]. Cntinue typing agenda items- they are numbered autmatically. Nte: if yu want t create a sub-item, select an existing agenda item, then click the Agenda buttn frm the same rw. A new rw appears beneath it with autmatic numbering applied. 2

3 If yu regularly use the same agenda structure r attendee list, yu can cpy them frm a previus meeting allcated t the same meeting grup. T d s, click the Imprt buttn at the tp f the Agenda windw. Click the agenda (r attendee list) yu want t cpy and click OK. Edit the Agenda Click an agenda item and click Edit The Edit agenda windw penschange/add details as required. Presenter names and further ntes can be added here. Click Save and Clse when finished. Attach Meeting Papers t the Agenda Click an agenda item t select it. Click the drp-dwn arrw n the Agenda buttn and click Dcument. Brwse t the dcument n yur cmputer and click Open t add it t the agenda. The dcument appears underneath the agenda item. Cntinue adding dcuments as required. Nte: clicking a dcument in the agenda displays buttns t let yu preview, dwnlad, edit the name r delete the dcument. Previewing a dcument will pen a pane t the right where yu can view the cntents. Yu can als drag and drp dcuments nt an agenda item r int the area belw the agenda (if the dcument is nt directly assciated with a particular agenda item). Open File Explrer r Cmputer and drag the dcument(s) nt the agenda item r int the area at the bttm f the agenda. Redact agenda items Smetimes yu might want t restrict sme agenda items frm individual attendees. Yu can d this by redacting the agenda. Click the Redact agenda buttn at the tp f the agenda and tick the bxes fr the items yu want t redact and click Next. Click Remve against the name f the attendee(s) yu want t prevent frm seeing the redacted items, then click OK. The items will shw a Redacted icn in the agenda. Nte: if yu create a meeting pack, all items (including any redacted items) will be included. T remve these items, yu will have t edit the PDF (using Adbe Acrbat). 3

4 Publish the Meeting Once yu have finalised the agenda, yu shuld publish the meeting. This sends an ntificatin t all attendees cntaining details f the meeting-including a link fr thse wh wish t use the web interfaceand ensures that everyne sees it in their list f meetings. T ensure that yu (as the Administratr) als receive a cpy f the meeting ntificatin , add yurself t the Attendee list- click Shw Mre at the right f the Agenda screen t pen the Attendees pane then click +Attendee. Type the first few letters f yur last name and click it frm the list when it appears. Click OK. Duble-check the Attendee List by clicking Shw mre at the tp right f the screen. Check the list and edit it as required: T add an attendee: Click + Attendee and search fr them by name T delete an attendee: Hver the muse ver the name until the Delete buttn appears- click t delete and cnfirm the deletin. Click clse t clse the panel. Click Publish at the tp f the meeting windw. Type a cmment and click OK. Attendees will receive an frm the system with details f the meeting. Create a Meeting Pack A Meeting Pack is a PDF dcument cntaining the meeting details, attendee list, agenda and accmpanying papers, which yu can save n yur cmputer as a histrical recrd f the meeting, if requiredss. Click the drp-dwn arrw n the Dwnlad buttn and click Dwnlad as PDF. A banner at the bttm f the screen will prmpt yu t save r pen the PDF nce it has been generated. 4

5 Hints and Tips Need t add/re-rder/delete agenda items after yu have published the meeting? Edit the agenda and add r delete the items as described earlier. When attendees next launch the meeting they will autmatically see the new cntent. If yu need t d this during a meeting then attendees will see the changes after they refresh the meeting. Need t insert a new agenda item int the existing agenda? Click + Agenda and type the title f the agenda item and click OK. Hver the muse ver the item number and click and drag it int psitin Set the rder f the dcuments attached t an agenda item (if yu have multiple dcuments attached t the same item): Click the name f the dcument yu want t appear first and click Edit. Type 1 r A at the start f the dcument name and click OK. Repeat this step with subsequent dcuments, using 2 r B etc. MeetingSquared will arrange the dcuments in ascending rder. Make it easy t navigate t yur MeetingSquared SharePint site by adding it t yur brwser favurites list, r by fllwing the site within SharePint: T add the site t yur Favurites- g t yur site and click the Star at the tp right f the screen t access the Favurites menu. T fllw the site in SharePint, lg in t the site then click the Fllw buttn at the tp right f the screen. Nw yu can find yur way t the site whenever yu are lgged int Office 365 by clicking the Office 365 app launcher grid and chsing SharePint. Yu will see a list f the sites yu are fllwing-click t pen yur MeetingSquared site. 5

6 Appendix Befre yu can add smene t a meeting, yu must t add them t a SharePint grup t grant them access t the meeting site. All SharePint meeting sites cntain a Members grup t which yu shuld add attendees Meeting Administratr Adds attendees t Sharepint site as Members Meeting Administratr Adds attendees t MeetingSquared meeting grup Meeting Attendee Accesses meeting via mbile device r laptp Check that user is a member f yur site Click the cg icn at the tp right f the SharePint windw and Click Site settings. In the Users and Permissins sectin, click Peple and grups. The grups are listed at the left f the screen. Click the [Yur site Name] Members grup t select it. The list f current members is displayed. Add users t yur site Click New t display the Share windw and add users t the site. 1. Click SHOW OPTIONS t display the Send an invitatin checkbx. Click the checkbx s it is nt ticked. 2. In the bx at the tp, type the last name (r userid) f the persn yu want t add- SharePint will display a list f matching users. Click the persn s name frm the list. 3. Cntinue t add users as required and click Share t add them t the Members grup fr yur site. Click Hme t return t the frnt page f yur meeting site. Click the large blue Meeting Squared banner t g t the MeetingSquared meeting site. T fllw the site s yu can find it easily, click Fllw at the tp right f the SharePint screen. T find the site, lg int Office 365 and click the app launcher at the tp left f the screen and click SharePint. The sites yu fllw are listed n the left. Click yur MeetingSquared site. 6

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