How to Create and Schedule a Meeting

Learn how to create a new meeting in Govenda, add attendees, configure video conferencing, and publish it for your board or committee. 

Before you start

You need Admin, Super, or committee admin permissions for the committee you're creating the meeting under. If you don't have these permissions, ask your administrator.

Creating a new meeting

1. Go to Meetings in the navigation menu.
2. Click Create Meeting (or New Meeting).
3. Select the committee or group this meeting belongs to.
4. Enter the meeting title.
5. Set the meeting date and time. You can add multiple dates for multi-day meetings.
6. Select a time zone for the meeting.
7. Optionally set a location (physical address or room name).
8. Optionally add an external video conference URL (such as a Zoom, Teams, or Webex link). The URL must start with http:// or https://.

Adding attendees

The committee members are included by default based on the committee you selected. You can also:

• Add individual users from other committees.
• Add entire committees to the invitation.

Note for committee admins: You can only invite members and committees you administer. To invite from other groups, ask a company administrator.

Setting up a presenter

If you plan to use Presentation Mode:

1. Select a presenter from the attendee list.
2. The presenter must be an invited attendee — add them to the attendee list first, then assign them as presenter.

Setting up video conferencing

1. Enter the video conference URL (Zoom, Teams, Webex, etc.).
2. Optionally assign a video conference host — they must be an attendee.
3. You can enable "Allow join before host" if your video conference platform supports it.

Saving vs. publishing

• Save as draft: The meeting is saved but not visible to attendees yet. You can continue editing before publishing.
• Publish: The meeting becomes visible to all invited attendees and notification emails are sent.

You can publish later from the meeting details page. For details on the publishing process, see [How to Publish a Meeting and Agenda].

Multi-day meetings

To create a meeting that spans multiple days, add multiple date entries with different dates when setting up the meeting schedule.