How to Build and Manage a Meeting Agenda

Learn how to add agenda items, attach documents, organize the hierarchy, set permissions, and publish the agenda for your meeting.

Accessing the agenda

1. Go to Meetings and open the meeting you want to work on.
2. Click the Agenda tab.

Adding a new agenda item

1. Enter the agenda item title under New Agenda Item, or click the + button to insert a new agenda item.
2. Click the Show options dropdown to adjust additional settings and add a document.
3. Click Save.

Import Agenda

You can import an agenda from a previous meeting, or from a Word document. Once one or more agendas have been created, you can import a previous agenda into a new meeting. 

1. Click the Import dropdown.
2. Choose from Word, or from a previous agenda.
3. If selecting a previous agenda, choose the past meeting you want to copy the agenda from. 
4. Click Import.

Note: Importing a previous agenda will overwrite any existing agenda items on the new meeting.

Organizing agenda items

Reordering: Drag and drop agenda items to change their order.

Indenting (creating sub-items): Select an item and click Indent to make it a child of the item above it. This creates a hierarchy — for example, main topics with sub-topics underneath. Agenda items support up to 4 levels of nesting.

Outdenting: Select an item and click Outdent to move it up one level in the hierarchy.

Tip: You must select all sub-items at the same level for outdent to work. If indent doesn't seem to do anything, you've likely reached the 4-level maximum depth.

Attaching documents to agenda items

1. Find the agenda item you want to edit and click Edit.
2. Click the option to attach a file or drag and drop a file to the dedicated area.
3. You can upload a new file from your computer, create a new file, or copy a file from another meeting, workroom, or document library.
4. Only one document can be attached per agenda item. To have multiple documents under one section, create an agenda item for each document and toggle off Numbering.

Note: Acceptable formats for uploaded files are Microsoft Word, Microsoft Excel, Microsoft PowerPoint, JPG, PNG, and PDF. 

Add and Request Documents

Click Add/request document to upload, request, or create new documents for the agenda. If you do not see the documents box, click the arrows icon to expand. Once you have files uploaded to the documents section, click and drag a document into the agenda.

Setting permissions on agenda items

You can restrict who can see specific agenda items:

1. Open the agenda item by clicking Edit.
2. Look for the Set/manage item permissions option.
3. Add specific committees or individual users who should have access.
4. Users not included will not see this agenda item.

Note: Group/Committee Admins can only restrict agenda item permissions by group/committee.

Numbering

You can apply automatic numbering to your agenda items. Look for the Numbering option in the agenda toolbar to configure the numbering style.

Publishing the agenda

Publishing the agenda is separate from publishing the meeting:

• Publishing the meeting makes the meeting date, time, and details visible to attendees.
• Publishing the agenda makes the agenda items and attached documents visible.

You can publish both at the same time, or publish the meeting first and the agenda later when it's ready. To publish, toggle the Agenda Published switch from the meeting list, or use the publish agenda option on the meeting Agenda page.

Tips

• Finalize your agenda before generating a board book — any changes after generation will require regeneration.
• Keep section indentation to 4 levels or fewer — deeper nesting is not supported.