From creation to follow up

Build and send agendas

So you have created the meeting series? Great! Then it is time to also create an agenda for the participants and send it to them so that they can show up prepared!

Build the agenda

If you have created a new meeting without basing the agenda on a template, you need to create an agenda. To do this, click on the New agenda item buttons. For each agenda item you can write a description and attach files.

If you want to change the order of the agenda items, click on the icon to the right of the agenda, then move the agenda items with "dra-and-drop". 

Send the agenda

When you have finished your agenda, you can send it to all meeting participants by clicking on "Send Agenda". Before sending the agenda, a dialog-box opens with a preview of it:

All the participants are pre-selected as recipients of the agenda. Before sending the agenda, you can choose to delete and / or add recipients of the agenda email.

 

If you delete a participant from the recipient list, that person will not receive an agenda email, but the person is still a participant in the meeting. As a participant, you can always log in to Meetings and read and edit the meetings in which you are a participant of.

If you add recipients, they will have the agenda sent to their email, but since they are not participants in the meeting, they will not be able to open the meeting in Stratsys Meetings. Participants, on the other hand, can open the meeting in Meetings and make adjustments to the agenda, as well as upload documentation for it, by clicking on the Open in browser in the agenda email. There is thus a difference between participants and recipients and in this step you only handle recipients.

The agenda email receives a pre-filled subject line and a standard message. These texts can be edited or deleted altogether. When you are satisfied - click Send to send the agenda email.

All recipients receive an email where the agenda is partly in the email itself and attached as a PDF.

Include the meeting in your calendar

An ics-file is also attached to the agenda email. By clicking on the file, you can get an appointment booking in your calendar. The meeting booking also includes a link to the meeting in Meetings, which you can click on to enter the meeting and complete the agenda. The meeting booking is personal and does not synchronize with the meeting in Meetings. This means that if the meeting time changes in Meetings, the time does not change automatically in your calendar and vice versa.

 

Although...

If you are logged in with your Office 365 account, Meetings is linked to Outlook and you therefore have the opportunity to export a meeting from Meetings to the calendar in Outlook. When you do this, a meeting invitation is sent to all meeting participants who synchronize with the meeting in Meetings. This means that any changes to the meeting details (time, place, participants) that the meeting organizer makes in Outlook, take effect in Stratsys Meetings and vice versa.

 

You can export the meeting to Outlook from the meeting overview or from within a meeting. In both cases, you can find the Export to Outlook option in the Overflow menu:

                 

After clicking Add to Outlook, a dialog opens that informs about what will happen and provides an opportunity to write a message in the meeting invitation that is sent out: