We've updated the meetings and events workflow! You can watch the video above, or read step-by-step instructions below:
There are 2 ways that you can create an event:
Method 1: On the project admin dashboard, click the +Create new item dropdown menu, and select New Event.
👉 Note: creating a meeting/event this way will automatically create an associated project with the exact same name as your meeting in the Active Projects column. This allows you to add supplemental information or survey content to your meeting (optional.)
Method 2: On the project admin dashboard, scroll down the page and select the project in which you'd like to create an event.
On the main project page, head over to the Meetings & Offline tab and click on the Add Meeting or Event button.
In either case, the Event Settings window will appear.
1. Enter a Name for your event so it is easy to find if you want to edit the details later.
2. Begin typing a Location and then choose one from the list of Google suggestions, or choose your own location (e.g. the Chill Room.) If you are hosting a virtual meeting, skip the address & toggle the Vitual Meeting switch on (indicated in green.)
3. Enter a start Date and Time. If you do not know the actual end time for your meeting, you can set it for the following day, and edit this once your meeting ends.
NOTE: If you're hosting a Virtual Meeting, or to allow for some prep time for meeting presenters, your Webex/Zoom meeting should start a few minutes (15-30) before the Public Input meeting time. This will allow your presenters to get settled before the meeting is broadcast live on PublicInput.com. The Public Input meeting time should be set to the time you want the public to attend, not when you want meeting presenters to join (they should join before.) Be sure to select a time zone, even for virtual meetings, so the meeting will start on time!
Next, you have options to edit the meeting's Public Description (appearance,) Comment options, and Event Registration options.
When you click More Display Options, you'll see the Public Description menu:
1. Add your Public Description, e.g. the purpose of the meeting or a summary of the event.
Tip: Use the WYSIWIG editor to customize this free-format content and create an eye-catching invitation using different fonts, colors and layouts. You can even upload images. You can do this in the same way that you add content to a project. This will appear at the top of your meeting.
2. These two toggles allow your meeting to be displayed at the top of your project page, and/or on your organizational hub (if enabled.) If you do not want the meeting to be displayed in either of these places, just leave the toggles off (indicated in white) to keep them hidden from public view. This allows you to add the meeting to a specific location on your project page, such as a secondary step, or in a sidebar. If toggled on, you can click the black arrow button to quickly navigate to your hub to see your meeting displayed.
3. These options are how the public can contact your organization and will be displayed publicly. You have the option to display the phone number associated with your meeting (if enabled,) the specific project email, text code (if enabled,) And you have the option to include the meeting as a project milestone (used in project timelines.)
4. This is your default Meeting Short URL. Participants can type in the URL on their smartphone, tablet, or another device to participate, allowing for live results in real-time during your meeting.
5. If your organization has text messaging enabled, this is the auto-generated shortcode that participants will text in to participate. The number they will text the shortcode to is listed below, and is also listed at the top of the opening screen content for participants.
To have participants type in a keyword instead, choose an existing keyword from the drop down list, or create a new keyword by selecting Other/Custom Keyword, which will prompt you to enter the new keyword below.
👉Note: Text messaging (SMS) must be enabled for your meeting to allow text participation. Head to the Text tab to enable this feature. If your organization does not already have texting capabilities, please contact [email protected] to set this up.
Once Accept meeting questions and comments is enabled, a comment box will appear next to the meeting during the specified time frame.
Learn more about accepting meeting questions and comments here.
Event Registration (optional)
You can add a registration form and an RSVP to your meeting. This helps you get a rough headcount of meeting attendees, and collects their participant information.
Learn more about enabling event registration here.
Conferencing (for virtual meetings)
To live-stream a virtual meeting, select the Videoconferencing Service (Webex/Zoom) & Streaming Video Service you will be using (Facebook Live or Youtube Live, etc.) Enter the URL into the textbox that appears below. None will be selected by default.
You can connect a phone line so that participants can dial in and listen to a meeting, or be added to a speaker queue to speak during the meeting. This is a great option so that those who do not have access to the internet or a smart device can listen to the meeting.
For more on setting up a virtual meeting, check out these articles:
Setting up a meeting and adding a facebook live stream
How to setup a youtube livestream
Save and View your meeting or event
To save your meeting or event for later, click Save. If you're ready to start your meeting, or want to preview what your attendees will see, click the green Save & View Public Page button (formerly Save & Open Meeting Screen.)
This will take you to the public meeting link (seen in the browser window.)
If you chose to save the meeting for later, you can find your meeting link in the Meetings & Offline tab. Click the drop-down menu (the circle with 3 dots ⋯) to the right of your meeting to see it's meeting URL.
If you plan to present your meeting in person on a projector, you can choose Open projector screen from the drop-down menu (above.) This will launch the meeting and associated content and questions so that you and your audience can see live results come in as they participate (if enabled.) You could also share this virtually, via screenshare.
The Meetings & Offline tab will show all events associated with a project. Here, you can view and modify your event, e.g. invite participants to the event, add meeting collateral, open a sign in screen, etc.
What's the difference between a project URL and a meeting URL?
Signing participants into a meeting
How to publish a meeting or event on a project page
How to collect questions for the meeting presenter
Importing meetings and events from Google Calendar
Setting up a meeting and adding a facebook live stream