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Meeting Management

PCC allows you to setup and manage meetings. You can schedule recurring and non recurring meetings among the teams. Meeting Management also allows you to view past meeting recordings, transcript copies of the meetings and also provides the option to share the recording with other team members. PCC also provides a wizard that provides you high level details related to the meetings.

Meeting Management Wizard

The Meeting Management widget provides you the following details:
  • Total number of past meetings to date
  • Total number of participants in the meeting
  • Average attendance of the meeting
  • Participants invited to the upcoming meetings
Meeting Management Wizard

Meetings

You can view the meetings either in List View or in Calendar View. List view provides list of meetings that are scheduled and the Calendar view shows the scheduled meetings in a calendar.
Meeting View

Scheduling a Meeting

Meeting Management allows you to schedule a recurring or a non recurring meetings. You can schedule a meeting and add participants belonging to various committees. You can also invite a private induvial who does not belong to any community.
To schedule a recurring meeting, perform the following:
1.Login into PCC.
2.Search for the required project. The Project dashboard appears. Click Meetings from the Collaboration tab.
You can also navigate to Meeting Management from the Vertical Sidebar navigation menu. Click Collaboration and then select Meetings.
Meeting Management
3.Click +Add Meeting.
Add Meeting
4.The Schedule Meeting page appears. Update the following details and click Next: Add Participants.
Field
Action
Enter Meeting Title
Enter the name of meeting
Meeting Details
Select the date and time for the meeting to be scheduled
Frequency of the meeting
Select the required frequency of the meeting. Note: If you are scheduling a non recurring meeting, you need to select Does Not Repeat.
Meeting Visibility
By default, all meetings will be private. If you want to make the meeting public, you need to select the Make Meeting Public.
Meeting Description
Provide the description on the meeting
Invite Committee Members
Select the required committee for which the meeting is scheduled
Recording and Transcription
Select the recording visibility. You can either set the visibility of the meeting as Private or Public. Select the transcript visibility. You can either set the visibility of the transcription as Private or Public.
If you are scheduling a non recurring meeting, you need to select Does Not Repeat while updating the frequency of the meeting.
Scheduling a Meeting
5.The Manage Participant page appears with list of committee members. The list provides details such as name of the member, job title of the member, organization to which the member belongs, role of the member, voting status.
Click Schedule Meeting to complete the meeting schedule.
  • You can also invite a member who does not belong to the committee. Click + Add New Invite. Enter the details such as name, company , email ID and job title of the participant and click Add Meeting Participant.
  • You can also add yourself to the meeting by clicking the + Add yourself to the meeting. You can remove the participant by click of delete
    icon.
  • A recurring meeting is indicated with
    icon.
Manage Participant
In the Meeting list, Host Key will be a blank field until the time is one hour or less from the start of the meeting. When the meeting is less than than one hour from the scheduled time, the host key will appear in the Host Key row for the given meeting and the user can see/copy the value to add it into the Zoom to claim the host. This Host Key is only valid for the next occurrence of the meeting.
Host Key
When the meeting is within one hour of the scheduled time, the Host Key appears as a masked key. You can click the
icon to see the host copy and click the
icon to copy the host key.
Host Key

Past Meetings

You can view the past meetings by selecting the date or month for which you want to view past scheduled meetings. The list provides details such as meeting title, meeting date, number of attendees, recording and transcript of the meeting.
You can share the recording and transcript of the meeting with the required members. This feature will be available in the upcoming releases.
Past Meetings

Flexible Scheduling of a Meeting

PCC provides the flexibility to update the scheduled meetings. Flexible scheduling allows the administrators to modify the meeting based on the requirements that change on day to day basis. Flexible scheduling allows you to:
  • Update the time of any single occurrence of a recurring meeting series. For example, you can prepone or postpone the meeting for a particular date of a recurring meeting. You can only update the time for single occurrence and not the complete series of meetings.
  • Cancel the meeting of a single occurrence of a recurring meeting. For example, you can cancel the meeting for a single occurrence of a particular day of a recurring meeting. If there is any holiday, you can cancel the meeting for that day.
  • Change or cancel a single event which arises due to attendee conflicts and holidays.
  • Add or remove a participant for a particular occurrence of a recurring meeting.
Manage Meetings, Manage Participants and Delete Meeting options provides you with the option of flexible meetings.

Manage Meetings

Manage Meetings allows you to update the scheduled meetings. It allows you to update the meeting title, time, frequency of the meeting, and other update for a scheduled meeting.
To manage meeting, perform the following steps:
1.Select the scheduled meeting that you want to update, click
icon and select Manage Meeting.
Manage Meeting
2.The Mange Meeting screen appears. Update the necessary changes and click Update to save the modified information.
Manage Meeting

Manage Participants

Manage Participants allows you to resend the invite to the participants, add new participants, and remove a participant from the meeting.

Resend the Invite

To resend the meeting invite again to a participant, perform the following steps:
1.Select the scheduled meeting, click the
icon and select Manage Participants.
Manage Participants
2.A Notice dialog box appears that provides you the info on participant. Click Continue to manage participants.
Notice
3.Click the
icon for the required participant and select Resend Invite. A flyer message appears that informs that the invite has been successfully sent to the selected participant.
Resend Invite

Add New Invite

You can add a new participant for a particular occurrence of a recurring invite. The newly added participant will be removed after the single occurrence.
To add a new participant for one time occurrence meeting of a recurring meeting, perform the following steps:
1.Select the scheduled meeting, click the
icon and select Manage Participants.
Manage Participants
2.A Notice dialog box appears that provides you the info on participant. Click Continue to manage participants.
Notice
3.Click + Add New Invitee available under Invite Participant.
Add New Invitee
4.The Add Participant dialog box appears. Enter the name of the participant and click Add Meeting Participant.
Meeting Participant
5.Click Save to update the changes.
Save

Remove Participant

You can remove the participant from the meeting.
To remove the participant, perfrom the following steps:
1.Select the scheduled meeting, click the
icon and select Manage Participants.
Manage Participants
2.A Notice dialog box appears that provides you the info on participant. Click Continue to manage participants.
Notice
3.Click the
icon and select Remove Participant.
Remove Participant
4.A confirmation dialog box appears. Click Delete to remove the participant.
Delete

Delete Meetings

You can delete the scheduled meetings. You also has an option either to delete a particular occurrence or the all the occurrence of the recurring meeting.
To delete a meeting, perform the following steps:
1.Select the scheduled meeting that you want to delete, click
icon and select Delete Meeting.
Delete Meeting
2.The Delete Recurring Meeting dialog box appears. You can either select:
  • Delete this occurrence only or
  • Delete this occurrence and all the future occurrences in this series.
Click Delete after selecting the required option.
Delete Meeting Options