Meeting Management
The Meetings workspace covers everything from AGMs to informal resident updates. Directors can create meetings, invite attendees, run date polls, and keep the full record — agenda, documents, minutes, and resolutions — in one place.Meeting types
Creating a meeting
1
Open Meetings
Navigate to Meetings from the sidebar or dashboard.
2
Create a new meeting
Click New Meeting and choose the meeting type.
3
Set date, time, and format
Choose in-person, virtual, or hybrid. For virtual meetings, integrated video conferencing is available.
4
Add agenda and documents
Write the agenda and attach supporting papers — budgets, reports, proposals — so attendees can review in advance.
5
Invite attendees
Add residents, directors, and any external guests. Use a date poll first if you need to find the best time.
6
Send notices
The platform can send meeting notices and reminders to invited residents.
During the meeting
- Virtual meetings (Manage Meet): Attendees join via a browser link with no extra apps required. A persistent top banner shows the recording lifecycle (
idle→recording→stopped/failed), consent status, and an optional Transcript PII Anonymisation toggle. - Quorum verification & manual override: The Quorum card checks attendance against your building’s Mems & Arts Governance Rules (linked to your Articles/Leases in the Document Repository, with statutory fallbacks). Directors or PMs can record a Manual Quorum Override with a mandatory reason, which is logged in the expandable override history.
- Voting: Run live polls or resolutions during the meeting.
- Minutes & custom templates: Draft minutes using your building’s Custom Minutes Template Headings — unapproved minutes show an amber Draft – needs review banner until finalised.
After the meeting
1
Upload minutes
Add the formal minutes and any resolutions passed.
2
Link documents
Attach signed minutes, voting results, and any approved budgets.
3
Update related issues
If the meeting decided on maintenance or financial actions, update the relevant issues.
4
Announce outcomes
Post an announcement summarising key decisions for residents who could not attend.
Meeting requests
Residents can request meetings through the platform. Review these in the Meeting Requests area and schedule one if enough residents support it or the topic requires formal discussion.Tips
Give proper notice
AGMs usually require 14 days’ written notice; check your articles and lease terms
Attach papers early
Residents make better decisions when they can read budgets and proposals beforehand
Record attendance
Attendance records matter for quorums and voting validity
Link to votes
If the meeting includes a formal resolution, create a linked vote for the record