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Using MyMeeting - Admin

by abdullah last modified Jan 15, 2010 06:02 PM
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How an administrator of a committee in MyMeeting would do the things he might want to do as an administrator

Managing Committees

The administrator of a committee has a few responsibilities which he must administer to be a good administrator. The things which he can do in a committee is:

  1. Edit the committee settings
  2. Manage the users of the committee
  3. Manage the groups of the committee
  4. Manage the todo list of the committee
  5. Manage the message templates of the committee
  6. Manage the permissions granted to users of the committee

To edit the committee settings, the administrator first has to look on the "My Committees" page by clicking on the "My Committees" link on the upper right corner. Next he has to click on the "Edit" pencil beside the committee he would like to edit. The "Edit" pencil is only available to the administrator of the committee (ie the user who has been given the rights to administer the committee. See "Managing Permissions" for more information). Once in the edit form there are a few fields which he can edit:

  1. Name: This is the name of the committee when it is displayed in the printed reports and minutes
  2. Short name: This is the name of the committee displayed whenever there is a selection to be made in a form and also used in the url of MyMeeting
  3. Meeting Num Template: This is the default template which MyMeeting will use to generate the next meeting number for that committee. Please refer to "Meeting Number Template Format" for more information on how to format it
  4. Meeting Title Template: This is the default title of the meeting in that committee. There is two tags you can use in this field:
    1. %committeeshort : writing this in the field it would be replaced with the committee's short name
    2. %committeelong : writing this in the field it would be replaced with the committee's name
  5. Item Name: The default item name is 'Project'. But there are some committees who do not discuss projects in their meetings. They might discuss 'Task' or 'Agenda' and you might want it to be referred this way
  6. Minute Template: When the secretariat wants to write the minutes for a meeting, there might be a few items which would be repeated for every meeting. These items can be defined here and it would automatically be included when the minutes are first added

Managing Committees User

Committee users list can be accessed either by going to the 'Address Book' link in the committee or the 'Users' icon beside the name of the committee in the 'My Committees' page committees list. In the 'Address Book' the administrator can add a new user into the committee, edit the roles of the current users in the committee and also remove users from the committee.

Add New Member

To add a new member click on the 'Add new member' link on the upper left corner of the 'Address Book'. Once in the form choose the role of the user in that particular committee. And then add the user email into the email field. If the user already exists in the system (ie the email entered already belongs to a user already registered in the system) the other fields would be grayed out as the administrator cannot change the information of a user already in the system. If the user has not yet been registered then it is up to the administrator to add as much detail about the user as possible. The account would then be created for that user where the username is what the administrator keyed in and the default password is the same as the username.

Edit User Roles

To edit the user role in the system, click on the 'Edit' pencil next to the user in the 'Address Book' page. Because the administrator can only manage how the user is related to the committee itself, so he can only change the user role in the committee.

Remove User From Committee

To remove the user from the committee, click on the 'Delete' cross next to the user in the 'Address Book' page.

Managing Groups

The groups in MyMeeting serve 2 purposes. One is that the groups are used to easily choose the people who are related to invite them to come to a meeting. Second is that decisions can be assigned to a group in the committee and that group of members would share the same status. Any of the members could update the status for that group.

Committee groups list can be accessed only from the 'Group' icon beside the name of the committee in the 'My Committees' page committees list. In the 'Groups' page the administrator can view the members of a group in the committee, add a new group into the committee, edit the name and members of a group and also remove groups from the committee.

View Members Of A Group

To view the members of a group, click the 'View' icon (Blue magnifying glass) to see the details of the group.

Add New Group

To add a new group click on the 'Add new group' link on the upper left corner of the 'Groups' page. Once in the form fill in the name of the group and click on the check box of the members who are in that group. Once all the members are selected click the Submit button to create the group.

Edit Group

To edit the committee group, click on the 'Edit' pencil next to the group in the 'Groups' page. Once in the form just like adding a group you could edit the name of the group and who are the members of the group. Once complete you need to save your selection by clicking on the 'Submit' button.

Remove Group From Committee

To remove the group from the committee, click on the 'Delete' cross next to the group in the 'Groups' page.

Managing Committees Todo

Committees Todo is used as the default Todo checklist for every new meeting in that particular committee. Examples of a meeting todo checklist might be items like:

  1. Book the meeting room
  2. Book the refreshments
  3. Prepare the projector
  4. Print out agenda

The Committees Todo list can be accessed only from the 'Todo' icon beside the name of the committee in the 'My Committee' page committees list.

View Todo

To view the todo, click the 'View' icon (Blue magnifying glass) to see the details of the todo.

Add New Todo

To add a new todo click on the 'Add new todo' link on the upper left corner of the 'Todos' page. Once in the form fill in the name of the todo and choose the priority of it. After that click the Submit button to create the Todo.

Edit Todo

To edit the committee todo, click on the 'Edit' pencil next to the todo in the 'Todos' page. Once in the form just like adding a todo you could edit the name of the todo and priority of the todo. Once complete you need to save your selection by clicking on the 'Submit' button.

Remove Todo From Committee

To remove the todo from the committee, click on the 'Delete' cross next to the todo in the 'Todos' page.

Managing Message Template

Committee Message template is the default template used to generate the e-mails sent out by the system from a particular committee. The Committees Message Template list can be accessed only from the 'Messages' icon beside the name of the committee in the 'My Committee' page committees list. The administrator can view the details of the template and also edit the content of the template for that particular committee. For more information on the formatting of the templates please refer to the Managing Message Templates

page.

Managing Permissions

Committee Permissions is what controls and determine who can do what depending on their role or group they are in. The Committees Permissions list can be accessed only from the 'Permissions' icon beside the name of the committee in the 'My Committee' page committees list. For more details on the permissions formatting and mechanism in MyMeeting please refer to the Managing Permissions page for more information.

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