EVENT MANAGEMENT – USER GUIDE
In this tutorial, we will explain how to create an event (example: board meeting or AGM) in Digiboard app. Globally an event is an object which contains documents, decisions, discussions between members organized in committees and which ends up in a final document signed by everyone and resuming all discussions about it. An event usually takes places periodically (every month, quarter, year).
First, go to the “Event” tab and click on the small “+” at the bottom right of your screen. Then choose the committee for which you want to create the event and the type of event (meeting or memorandum).
A memorandum is a document send by a members for approval, comments signature or just information. Memo will be part of a future scope and this text will be edited.
A meeting is where members meets together and discuss about some points and ends up with decisions and actions about it. It is a consensual decision-making process.
You are now on the draft page of your event. It is separated into three distinct parts:
- Meeting minutes
In this first part, you will be able to decide the date of your event according to the availability of each member of your committee. There are 3 statuses in this part: “Draft – For Proposal – Published“.
You will first see the members of your selected committee appear. You always have the possibility to invite “guests” who are outside your committee by clicking on “+ add guest” on the right of your screen.
You will then be able to select the meeting place and propose several dates and times so that the members can select the times that suit them best. Then click on “Propose Schedule” at the top of your screen to send the different invitations.
You can now browse your emails to select the dates that suit you. You can make your choice either via your mailbox directly (at the bottom of your email), from your calendar or by clicking on the link received in your email which will redirect you to Digiboard app.
Once the members have voted for the different dates, the administrator will then be able to select the final date of the event. When the schedule is published, members are notified of the date and the final invitation is sent. Previous invitations sent as provisory are cancelled.
Convocation is the place where the account manager will describe the discussion topics that will take place during the Meeting.
The draft state is only accessible to account manager. Account manager will be able to work on the draft before proposing this draft to members.
When you are on the “draft” page, click on the little pencil next to “The agenda is as follows“. There you will have the opportunity to edit the agenda in order to add the elements you want to discuss during the event as well as any documents. Two tabs are available for each item to be discussed: documents and proposals.
Once you have edited your agenda, you can preview your invitation by clicking on “Preview” at the top of your screen. If it suits you, you can validate it by clicking on “Propose meeting“.
In this phase, you will have the opportunity to take a last look at your convocation in order to publish it. To do so, click on “Publish“. Clicking on this button will publish the invitation and notify the various members by e-mail. If you wish to republish the invitation, you will have to go back to the “Draft” stage.
3. Meeting Minutes
Meeting minutes is the resume of the discussion based on the Convocation. The account manager is in charge of writing the meeting minutes document that will resume all discussions and decisions. Meeting minutes has four steps : “Draft – Proposal – Signature – Published”.
On this page you will find an overview of your previously published invitation as well as information about the time and place of the meeting and the participants. Automatically, each participant will be put in the “absent” category. In order to change this, please click on “Participants” at the top of your screen. There you will be able to select the committee members actually present during the event. Once you have completed this step, all you have to do is click on “To Propose” at the top of your screen.
When the account manager proposes the meeting minutes to members, members are notified by the system. Member will be able to access the meeting minutes document and add comments to it. Account manager can continue editing the meeting minutes until he publishes it based on members’ feedbacks.
After proposal, account manager can propose document for signature. Members will be able to sign it inside the app by entering again their password. Digiboard has a certified signature functionality. Account manager can manually set the signature records for every member. If the user has uploaded his signature in his profile, his signature will be automatically added to the signature register.
When the account manager publishes the meeting minutes, members are notified by the system and the board packs is available in the document section. Account manager won’t be able to edit it anymore once it’s published. The final pack is combining all files associated to the meeting minutes with the final meeting minutes itself, associated documents and the signature register.
You now have the cards in your hands to create and participate in an event such as a general meeting for example. If you have any questions, do not hesitate to contact us.