Meeting Creation - Form Field Explanation

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This article explains the fields found when creating a meeting.

Field	Explanation
Meeting Type	From the drop-down, select which type of Meeting to create. The Meeting Type will drive the template that is selected as the starting point for the meeting.
Attendee Group	The group of attendees participating in this meeting. Attendee groups cannot be changed once a meeting has been created. The meeting would need to be deleted and recreated.
Location	Select the Location of the meeting. eSCRIBE Administrators will see an abbreviated value in the drop-down, however, the Agenda package will display full details such as: Location Name Address Lines 1-3 (if populated)
Closed Location	This dropdown is used to specify where the closed meeting is located, if the closed session is taking place at a different location.
	Note: This is only required for display on the agenda package. It is not required for any procedural reason.
Start Date and Time	Start date & time for meeting. This value will appear on the PDF Agenda and HTML Agenda.
End Date and Time	End date & time for meeting.
Time Override	This field will replace the time field in agenda package to use words to describe the start time of the meeting. i.e., Immediately following the committee meeting.
Additional Session	Select and choose a date/time for the second session of the meeting. This second session will be displayed on the agenda package for the meeting.
Submission Deadline	Deadline for reports (using Document Manager module) to be submitted for this meeting. This is populated from the Meeting Type settings.
Submission Reminder	Number of days prior to the submission deadline that items in Draft Reports should turn orange, to indicate the upcoming deadline. This is populated from the Meeting Type settings.* Please note no email is triggered based on the reminder.
Meeting Number	If your organization uniquely numbers its meetings, enter the meeting number here.
Motion Number	Default template for resolution numbers. This text will be supplied as a default resolution number, which can be edited by administrators. IE: 2015-RC-___
Email Notifications	Place a checkmark next to the types of attendees that should receive notifications of a meeting being created. Administrators Voting Participants Non-voting Participants
Email Template	When sending email notifications to attendees, a pre-configured email template can be selected which will contain basic meeting details such as date, time and location. If a meeting template is not selected, eScribe Administrators can create their own Subject and Body of the email using variables provided.