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

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.

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.

3.Click +Schedule Meeting.

4.The Schedule Meeting page appears. Update the following details and click Schedule Meeting to complete the meeting schedule.

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 Settings Meeting Visibility	Make Meeting Public - By default, all meetings will be private. If you want to make the meeting public, you need to select the Make Meeting Public. Restricted - You can select this option to restrict the meetings to the invited participants only. Record Meeting - Select this meeting to record a meeting. None- Meeting recording will be shared only with the PCC access only. Meeting Attendees - Meeting recording will be shared with the attendees who have attended the meeting. Transcribe Meeting - Select the transcript visibility. You can either set the visibility of the transcription as Private or Public.
Meeting Description	Provide the description on the meeting
Select a Committee	Select the required committee for which the you want to invite the committee for the meeting.
Select Voting Status	Select the voting status that you want to assign to a committee. You can select the following status: Alternative Voting Rep Observer Voting Rep
Invite Participants	You can invite participants of the meeting by providing the name or email ID of the participant by entering the details in the Add Participant by Name or Email search field.

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 Settings Meeting Visibility

Make Meeting Public - By default, all meetings will be private. If you want to make the meeting public, you need to select the Make Meeting Public.
Restricted - You can select this option to restrict the meetings to the invited participants only.
Record Meeting - Select this meeting to record a meeting.
- None- Meeting recording will be shared only with the PCC access only.
- Meeting Attendees - Meeting recording will be shared with the attendees who have attended the meeting.
Transcribe Meeting - Select the transcript visibility. You can either set the visibility of the transcription as Private or Public.

Meeting Description

Provide the description on the meeting

Select a Committee

Select the required committee for which the you want to invite the committee for the meeting.

Select Voting Status

Select the voting status that you want to assign to a committee. You can select the following status:

Alternative Voting Rep
Observer
Voting Rep

Invite Participants

You can invite participants of the meeting by providing the name or email ID of the participant by entering the details in the Add Participant by Name or Email search field.

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.
If you are scheduling a non recurring meeting, you need to select Does Not Repeat while updating the frequency of the meeting.
A recurring meeting is indicated with icon.

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.

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.

Meeting Settings

Following are few pointers related to Meeting Settings:

When you are scheduling a meeting which is a Public meeting and where the Restricted settings is disabled, then the user can login by providing their name and email is optional.

When you are scheduling a meeting which is a Private meeting and where the Restricted settings is enabled, then the participant can login by providing their name and email ID that has been added during the scheduling of the meeting. Participant cannot login with guest credentials, they have to mandatorily use the email.

When you are scheduling a meeting which is a Private or Public meeting, and you select a Committee which has board associated with it, the Restricted settings will be automatically disabled. The participant can login by providing their name and email ID that has been added during the scheduling of the meeting. Participant cannot login with guest credentials, they have to mandatorily use the email.

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.

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 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.

Manage Meetings also allows you to manage participants. You can resend the invite to the participants, add new participants, and remove a participant from the meeting.

To manage meeting, perform the following steps:

1.Select the scheduled meeting that you want to update, click icon and select Manage Meeting.

2.The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or to all the occurrences and select the Continue.

3.The Mange Meeting screen appears. Update the necessary changes and click Save to update the modified information.

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 Meetings.

2.The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or to all the occurrences and select the Continue.

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.

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 Meetings.

2.The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or to all the occurrences and select the Continue.

3.Click the icon and select Remove Participant.

4.A confirmation dialog box appears. Click Delete to remove the participant.

You can share the public meeting link with the various participants who can get registered to the shared meeting.

To share a public meeting, perform the following steps:

1.Select the scheduled public meeting that you want to share, click icon and select Share Meeting.

2.The Share Meeting pop message appears. Click the Copy icon to copy the meeting link and click OK.

Clone Meetings

You can clone a particular meeting and update the clone meeting as per your requirements. Clone meeting allows to retain the meeting of a particular meeting and make the changes to it.

To clone a meeting, perform the following steps:

1.Select the scheduled public meeting that you want to clone, click icon and select Clone Meeting.

2.The Clone Meeting page appears with the meeting details of the meeting that is selected to clone. You can make the changes as per your requirement and click Schedule Meeting to schedule the cloned meeting.

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.

2.The Delete Recurring Meeting dialog box appears. You can either select: