Team meetings

What it is for

A team meeting has a date, participants and an agenda. The agenda is made of cards: from boards with Add to meeting, or items written straight into the meeting. During the meeting you take minutes for each item (idea, decision), and the card then shows which meetings it was on and how it went. Only participants can see a team meeting.

How to

1. Open Team meetings in the left sidebar, group My work.
2. Click Schedule meeting. Fill in the name, date and time and the participants: Whole team, or Selected members with a choice of colleagues. Whoever schedules the meeting is its organiser.
3. Build the agenda in advance: in the meeting with the New item… field at the bottom, with + from a board (search cards by title), or from a card panel on a board with Add to meeting. Every participant who can edit can add items.
4. The organiser starts the meeting with Start meeting. Clicking an item makes it the current one (the one being discussed); Discussed and Postpone change its state. Discussed moves on to the next item.
5. Take minutes on the right for the current item: choose Idea or Decision, type the text and ⌘Enter saves it. Click another item to write to it; Back to the current item takes you back. General note is a note for the whole meeting, not an item.
6. At the end the organiser clicks End meeting. While processing they can correct the minutes, and when done, Close the meeting with an optional summary. A closed meeting is read-only.

Good to know

• Stages only move forward: Preparing, In progress, Processing, Closed. From processing the organiser can go back with Resume meeting. Stages do not change on their own: a meeting still being prepared after its date shows Date has passed in the overview.
• The agenda has two views, List and Cards (columns by item state). The app remembers your choice. In Cards the organiser changes an item's state by dragging it between columns.
• Agenda order is changed by the organiser by dragging an item, or with Alt+↑ and Alt+↓.
• Keys during the meeting (organiser): j and k pick the current item, p marks Discussed, o Postpone, n jumps to the minutes field.
• A card from a personal board asks for confirmation before it goes on a meeting: the meeting participants will see it, also after the meeting. It stays on your board and only you can edit it.
• A card linked to a private contact cannot go on a meeting. Remove the link first.
• An item written straight into the meeting is a card without a board. Its author and the organiser can edit it; any participant can pin it to a board from the card panel with Pin to a board.
• Your own minutes entry can be edited and deleted until the meeting ends. The organiser can correct the minutes while processing. An item with minutes entries cannot be removed from the agenda.
• Organising can be handed over in the ⋯ menu to another participant who can edit (Hand over organising). Any participant who can edit can take it over (Take over organising), for example when the organiser is ill.
• Delete is only possible while the meeting is being prepared. Cards stay on their boards; items written straight into the meeting are deleted with it. A card that is on a meeting cannot be deleted, only archived.
• Notifications: an invitation, a new date, a handed-over organiser and the start of a meeting go to the bell. The start also goes to your phone; switch it off in My settings under phone notifications.
• On a phone you switch between agenda and minutes, and you can take minutes from there too.
• Limits: 200 open meetings per workspace, 100 agenda items and 1,000 minutes entries per meeting.

FAQ

Why can't I see a meeting even though I am an admin?

Only participants can see a team meeting. For a whole-team meeting that is every member of the workspace, including people who join later. For a meeting with selected members, only those members.

Where do I see how a card did on a meeting?

In the card panel, section Team meetings: the meetings the card was or is on, with the item state. You only see meetings you take part in.

Related

• Boards
• Tasks
• Who sees what