Manage Meetings

Manage Meeting feature allows you to update the scheduled meetings. It will enable you to update the meeting title, time, frequency, and another update for a scheduled meeting.

Manage Meeting 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 meetings, perform the following steps:

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

1. The Manage Recurring Meeting dialog box appears, prompting you to change your recurring meeting. Select the desired option and click Continue.

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

2. On the Manage Meeting page, you can Resend the meeting invite to a participant, Add yourself as a participant, and you can remove a participant also from your meeting.

Share Meeting

You can share the public meeting link with the various participants who can get register for the shared meeting.

To share a public meeting, perform the following steps:

1. The Share Meeting message appears. Click Copy to copy the meeting link.

Attendance and Engagement

How does attendance contribute to engagement?

Attendance is counted towards the meeting engagement score for the attendee's organization, demonstrating commitment and interest.

Why is tracking attendance critical?

Tracking attendance helps identify early signs of potential member churn, as decreased attendance may indicate a loss of interest.

Limitations of Meeting Attendance Tracking

What are the limitations of meeting attendance tracking?

We can only track attendance for Board meetings but plan to extend this to other meetings in the future.

What are the challenges in tracking attendance?

We can only map about 80% of attendees to known users in our system due to limitations such as:

• Attendees who dial into meetings

• Attendees who use direct links instead of the LFX Meeting Join page

• Attendees of public meetings not on the invitation list

PCC has enhanced its functionality by allowing users to attach document links to previous meetings. This improvement facilitates better record maintenance and easier access to notes.

How to Add Documents to Past Meetings in PCC

1. Navigate to the PCC home page and locate the calendar.

2. Select the date of the Past meeting you want to manage.

3. Click the next to the past meeting.

4. From the options, click Manage Attachments.

1. In the pop-up window, select the type of document you want to attach from the drop-down menu.

2. Enter the URL of the document in the designated field.

3. Click Add to attach the document to the meeting.

4. The document will now be attached and visible in the meeting’s records.

Alternate Method to Add Documents to Past Meetings in PCC

1. From the PCC home page, click on Collaboration > Meetings from the left navigation menu.

2. On the calendar view, select the date of the past meeting you wish to manage.

3. Follow steps 3 onward from the above to attach the documents.

You can clone a meeting and update the cloned meeting as per your requirements. Cloning a meeting allows you to retain the original details while making necessary changes.

To clone a meeting, follow these steps:

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

1. 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 Save to schedule the cloned meeting.

You can use this feature to schedule a future meeting or add a past meeting to record attendance in the PCC meeting management tool.

1. Log in to PCC.

2. Search for the required project.

3. Navigate to the Collaboration > Meetings tab on the left sidebar.

4. On the Meetings page, click Add Meeting.

1. On the next page, you can either schedule a future meeting or click the Past Meeting toggle button to add a past meeting.

1. Update the following details on the Schedule Meeting page, and click Save to complete the meeting schedule.

Delete Meetings

You can delete the scheduled meetings. You can either delete a particular occurrence or all the occurrences of the recurring meeting.

To delete a meeting, follow these steps:

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

1. The Delete Recurring Meeting dialog box appears.

2. Click Delete after selecting the required option.

PCC: Your Go-To Meeting Management Tool

PCC streamlines your meeting processes, enabling you to organize and manage meetings efficiently. With PCC, you have the capabilities to:

• Schedule meetings tailored to your team's needs, whether they occur once or regularly.

• Access and review past meeting recordings, ensuring you never miss important discussions.

• Obtain transcripts of your meetings, making it easier to follow up on discussions and action items.

• Share recordings seamlessly with team members, enhancing collaboration and information sharing.

• Use the integrated wizard to gain insights with high-level details about your meetings, improving planning and outcomes.

Accessing the Meetings

To access the Meetings feature:

1. Log in to .

2. Select your project using the search box (1).

3. Navigate to the Collaboration (2) tab on the left sidebar.

4. Click on Meetings (3).

5. Toggle the Calendar switch (8) on the top right to enable or disable the calendar view.

Meeting Management

• You can now add past meetings to record attendance by toggling the Past Meeting switch on the Add Meeting page.

• Use the View Zoom Accounts button to manage legacy project-dedicated Zoom accounts not listed in the meeting display.

Public Calendar & iCal

• Export your meetings to a public calendar or an iCal file using the buttons at the top right.

Meeting Settings

Following are a few pointers related to Meeting Settings:

• For a Public meeting with Restricted settings disabled, the user can log in by providing their name, while email is optional.

• When scheduling a Private meeting with Restricted settings enabled, participants must log in using the name and email ID provided during scheduling. Guest credentials are not allowed; participants must use their assigned email.

Past Meetings

To view past meetings, select the desired date or month. The list includes details such as meeting title, date, number of attendees, recording, and transcript.