Meetings

Understand the basics

Meetings are also the entities making part of the Meetings component. They are usually created by administrators, but participants can also create meetings when the feature is enabled.

Administrators can perform different actions on meetings, depending if they are created from the administration or by participants.

Konfiguration

Offizielle Meetings

Table 1. Meeting erstellen - Backend-Formular
Feld	Typ	Beschreibung
Titel	Benötigt	The title of the meeting.
Beschreibung	Benötigt	A description of what the meeting is about, like the topics, participants, etc.
Typ	Benötigt	The meeting type, if it’s in person, online, or both.
Adresse	Optional	Address: used to localize the meeting on a map. Is displayed only for in-person and hybrid meetings types.
Standort	Optional	Location: message directed to the users implying the spot to meet at, like the name of the building, the name of a room, etc. Is displayed only for in-person and hybrid meetings types.
Standorthinweise	Optional	Standorthinweise: Zusätzliche Informationen. Example: the floor of the building if it is an in-person meeting, or the meeting password if it is an online meeting with restricted access.
URL für Online-Meetings	Optional	The link for participants to be able to connect directly to the online meeting.
Iframe embed type	Optional	Allows to say how the online meeting URL is displayed on the meeting page. Choose "None" for no iframe integration, "Embed in meeting page" for participants to open the meeting directly on the meeting page, "Open in live event page" for participants to be redirected to the live event page, or "Open URL in a new tab" for participants to open the meetings in a new tab. Only a few services allow embedding (YouTube, Twitch, Jitsi, …)
Iframe access level	Benötigt	Who is able to see the iframe.
Start time	Benötigt	On which day and time the meeting starts. Expected format: dd/mm/yyyy hh:mm.
End time	Benötigt	On which day and time the meeting starts. Expected format: dd/mm/yyyy hh:mm.
Kategorie	Optional	Which category has the meeting. Wird zum Filtern in der Besprechungsliste verwendet.
Registrierungstyp	Benötigt	Choose an option between "Registration disabled" for no registrations, "On this platform" to display a registration button linked to the Registrations or "On a different platform" if you manage meetings Registrations with another service.
Registrierungs-URL	Required if Registration on a different platform	Muss eine URL sein. Link for participants to go to the external service that you are using for registrations.
Privates Meeting	Optional	Überprüfen Sie, ob das Meeting nicht für alle Besucher sichtbar sein soll. This is only available for official meetings.
Transparent	Optional	If the meeting is private, check if the meeting should be visible for all the visitors but they shouldn’t be able to participate in it. This is only available for official meetings.
Kommentare aktiviert	Optional	Whether you want participants to be able to comment on this specific meeting.
Comments enabled from	Optional	Date from which participants are able to comment on this specific meeting.
Comments enabled until	Optional	Date until which participants are able to comment on this specific meeting.

You can also define Services for a Meeting. These are metadata that allows to communicate, for instance, if there’s a place for children, deaf assistance, translations, etc. Sie können mehrere Dienste innerhalb eines Meetings nutzen.

Table 2. Meeting erstellen - Dienste
Feld	Typ	Beschreibung
Titel	Benötigt	Titel des Dienstes.
Beschreibung	Optional	Beschreibung des Dienstes.

Aktionen

Table 3. Aktionen - Offizielle Treffen
Icon	Name	Definition
	Bearbeiten	To edit a meeting.
	Duplicate	Allows an administrator to duplicate quickly a meeting.
	Ordner	Zur Klassifizierung von Anhängen.
	Anhänge	To add documents and images related to the meeting.
	Registrations	Allows to define who can register for attending the meeting. Only available if the registrations are enabled in the meeting form.
	Agenda	To publish the topics to be discussed in the meeting.
	Polls	To manage the polls for the meeting.
	Close	Allows and administrator to close the meeting with the minutes on the discussion and add extra information.
	Veröffentlichen	Das Meeting öffentlich anzeigen.
	Zurückziehen	Das Meeting nicht öffentlich anzeigen.
	Vorschau	Um zu sehen, wie es im Frontend den Teilnehmern gezeigt wird.
	Berechtigungen	Um die Berechtigungen dieses Treffens zu verwalten, abhängig von der Überprüfung, die ein Teilnehmer hat. Ermöglicht einem Administrator, zu konfigurieren, der einem Meeting beitritt kann.
	Löschen	Diesen Termin löschen.

Participants meetings

Meetings can be created by participants if the component setting "Participants can create meetings" is checked. If a participant belongs to a verified user group, then they are also able to create meetings as that group.

When a participant is on the meetings list, they can click the "New meeting" button.

Then, they are redirected on the participants meetings creation form.

Table 4. Meeting erstellen - Frontend Formular
Feld	Typ	Beschreibung
Titel	Benötigt	The title of the meeting.
Beschreibung	Benötigt	A description of what the meeting is about, like the topics, participants, etc.
Typ	Benötigt	The meeting type, if it’s in person, online, or both.
Adresse	Optional	Address: used to localize the meeting on a map. Is displayed only for in-person and hybrid meetings types.
Standort	Optional	Location: message directed to the users implying the spot to meet at, like the name of the building, the name of a room, etc. Is displayed only for in-person and hybrid meetings types.
Standorthinweise	Optional	Standorthinweise: Zusätzliche Informationen. Example: the floor of the building if it is an in-person meeting, or the meeting password if it is an online meeting with restricted access.
URL für Online-Meetings	Optional	The link for participants to be able to connect directly to the online meeting.
Iframe embed type	Optional	Allows to say how the online meeting URL is displayed on the meeting page. Choose "None" for no iframe integration, "Embed in meeting page" for participants to open the meeting directly on the meeting page, or "Open URL in a new tab" for participants to open the meetings in a new tab. Only a few services allow embedding (YouTube, Twitch, Jitsi, …)
Start time	Benötigt	On which day and time the meeting start. Expected format: dd/mm/yyyy hh:mm.
End time	Benötigt	On which day and time the meeting start. Expected format: dd/mm/yyyy hh:mm.
Kategorie	Optional	Which category has the meeting. Wird zum Filtern in der Besprechungsliste verwendet.
Registrierungstyp	Benötigt	Choose an option between "Registration disabled" for no registrations, "On this platform" to display a registration button linked to the Registrations or "On a different platform" if you manage meetings Registrations with another service.
Verfügbare Plätze für dieses Meeting	Required if Registration on this platform	Wie viele Plätze sind für dieses Meeting verfügbar? Lassen Sie es auf 0 wenn Sie unbegrenzte Slots zur Verfügung haben.
Registrierungsbedingungen	Required if Registration on this platform	Welche Bedingungen für die Teilnahme an der Veranstaltung müssen die Teilnehmer akzeptieren, um sich zu registrieren oder an der Sitzung teilzunehmen.
Registrierungs-URL	Required if Registration on a different platform	Muss eine URL sein. Link for participants to go to the external service that you are using for registrations.
Meeting erstellen als	Erforderlich, wenn der Teilnehmer zu einer Gruppe gehört	With which identity this meeting is created, the participant or the user group one.

Nach der Erstellung des Meetings können die Teilnehmer auch close bearbeiten.

Aktionen

Table 5. Aktionen - Bürgertreffen
Icon	Name	Definition
	Vorschau	Um zu sehen, wie es im Frontend den Teilnehmern gezeigt wird.
	Berechtigungen	To handle the authorizations needed to join, comment or reply to the poll for this specific meeting.

Online-Meetings

For online meetings, depending in the moment and configuration of the meeting, different messages are shown to the participants to inform them on how to join the online meeting.

If the "Online meeting URL" isn’t set yet, a message that says "Link available soon" is displayed.

If the "Online meeting URL" is set, a few minutes before the meeting start, the message says "The link to join the meeting will be available a few minutes before it starts"

Online meeting available before it starts

If the "Online meeting URL" is set, the start time of the meeting has arrived, and you chose the Iframe embed type to be "Open URL in a new tab" then the message says that "the meeting is happening right now" with a link to join the meeting.

If the "Online meeting URL" is set, the start time of the meeting has arrived, and you chose the Iframe embed type to be "Embed in meeting page" then the message says that "the meeting is happening right now" with the meeting embedded in the block.