Creating and managing meetings

Creating and managing meetings

The Meetings area is where you create new meetings and find all existing meetings across your organisation. Access it from the main menu → Meetings.

Creating a new meeting

Click New Meeting and the meeting workspace opens immediately. A modal appears prompting you to choose a meeting template:

  • Choose a template — select the type of meeting you're delivering (e.g. Annual Accounts Review, Complimentary Client Review). The workspace loads with the corresponding agenda and pre-work templates, and the meeting is titled with the template name.
  • Or skip it — close the modal or click away to start with a blank workspace. No agenda or pre-work is loaded, but you can add either at any time.

Either way you're straight into the workspace and ready to go. The Lead Advisor defaults to you, and everything else can be filled in whenever suits.

You can also click View All Templates to browse the full library of meeting templates with information about each one, then select one to start creating a meeting directly.

Filling in the details

Nothing else is required up front. From within the workspace you can, at any time:

  • Select a client — click Select Client at the top of the workspace. From the dropdown, choose an existing client, sync from XPM, or add a new client manually.
  • Change the Lead Advisor — click the Lead Advisor name and choose any user in your organisation. Useful if you're setting up a meeting on behalf of a colleague.
  • Set the date and time — click Set Date and Time. This isn't set automatically, so it's worth doing before you generate deliverables, as the date carries through to your meeting minutes.
  • Name the meeting — if you didn't choose a template, the meeting is titled "New meeting" until you rename it.
  • Choose your templates — select an agenda or pre-work template from the dropdowns in the workspace.

When you'll need to select a client

You can prepare and run a meeting without selecting a client. Take notes, build your agenda, record an in-person meeting with Scribe, and generate deliverables including meeting minutes — all without a client attached.

Four actions do require a client, and each will prompt you to select one before continuing:

  • Inviting Scribe to an online meeting — enter the meeting URL and click Invite, and the client dropdown opens
  • Sending pre-work
  • Opening the Value Gap Calculator
  • Sharing a deliverable

The Meetings table

The Meetings area displays all meetings that have been created across your organisation in a single table. You can see meetings created by anyone in your team, not just your own.

Each row shows the meeting name, client, and meeting date.

Meetings are sorted by Last updated— by default, but can be filtered by meeting date also.

To find a specific meeting, use the search bar to search by client name or meeting name.

Editing meeting details

To edit a meeting's name or date from the Meetings table, click the ⋮ menu on the relevant row and select Edit. From here you can:

  • Change the meeting name — this defaults to the meeting type (e.g. "Cash Flow & Profit Improvement Meeting") but you can rename it to whatever suits. The meeting name carries through to your meeting minutes and the workspace title.
  • Set or change the date and time — you can also do this from within the workspace itself by clicking Set Date and Time at the top.

Click Done to save your changes.

Good to know

  • Set the date and time yourself — the meeting date isn't set automatically when you create a meeting. The date is used in your meeting minutes, so it's worth setting early. If no date is set, your deliverables will show today's date as the meeting date.
  • Name your meeting if you skipped the template — meetings created without a template are titled "New meeting". Renaming it makes it much easier to find later.
  • You don't need a client to get started — you can open a workspace and start capturing the meeting straight away, then add the client when you need to send pre-work, invite Scribe to an online call, open the Value Gap Calculator, or share a deliverable.
  • Meetings are visible across your organisation — meetings created by anyone in your team appear in the Meetings table. The exception is meetings for private clients, which are only visible to you and anyone you've shared that client with.