Meetings

Meetings are where people come together to discuss or inform about a given topic. All the meetings have a given location (where the meeting will happen) and start and end date and time (when the meeting will happen).

Some examples of where this component was used are:

Meetings list in Decidim Barcelona Example meeting detail 01 in Decidim Barcelona Example meeting detail 02 in Decidim Barcelona Meetings list in Le jour d’après

Types

Regarding the location, depending on the configuration of the component, you can have:

  • In-person meetings: where you get together in a given location

  • Online meetings: where you get together using an external service (for instance Jitsi Meet)

Depending in the author (who’s the person that’s making the call):

  • Official meetings: meetings created by the organization (created by an administrator through the panel)

  • Citizens meetings: meetings created by a User participant (a User or an UserGroup).

Add the component

Add a meetings component

For adding the component, you need to:

  1. Sign in as admin

  2. Go to admin panel

  3. In the main sidebar, click in the button for the space that you want to configure the component for. For instance, it could be "Processes", "Assemblies", or "Conferences"

  4. Go to components

  5. Click on "Add component" button

  6. Click on "Meetings"

  7. Fill the Add component form

Add component

For configuring the meeting component you have these settings:

Table 1. Add component - Meetings form
Field Type Description

Name

Required

What is the name of this component.

Order position

Optional

Which order will it have in relation with the other components. Having a lower number means a higher priority. For instance, if you have two components, "Proposals" with weight "10" and "Meetiings" with weight "0", then "Meetings" will be first when ordering.

Table 2. Add component - Meetings form: Global settings
Field Type Description

Scopes enabled

Optional

Check if you want to have Scopes filtering in this process.

Scope

Optional

Which scope will be used for this component.

Announcement

Optional

A general announcement that’ll be visible in the general meetings list.

Default registration terms

Optional

What’ll be the registration terms of service that the participant would need to accept when registering.

Comments enabled

Optional

Whether you want to have comments in the meetings.

Comments max length

Optional

What is the characters limit that participants will have when making comments. Leave 0 for default value.

Registration code enabled

Optional

Check if you want to give registration codes to participants. Learn more in Registrations.

Actions permissions can be set for each meeting

Optional

If you want more granular permissions inside of every one of the Meetings.

Enable pads creation

Optional

If you want an Etherpad embedded in your meetings. Must have the Etherpad integration configurated.

Participants can create meetings

Optional

Allows participants to create new meetings. See Citizens meetings

Maps enabled

Optional

Wheter you want to show a map in the meetings in the meeting detail.

Table 3. Add component - Meetings form: Step settings
Field Type Description

Announcement

Optional

A general announcement that’ll be visible in the general meetings list.

Comments enabled

Optional

Whether you want to have comments in the meetings.

Create a new meeting

Citizens meetings

Meetings can be created by participants if the setting is "Participants can create meetings" is checked.

If a participant belongs to a user group, then they will be able to create meetings as that group also.

Create a new meeting form (frontend) Create a new meeting form (frontend)

Table 4. Create meeting - Frontend form
Field Type Description

Title

Required

What is the title for this meeting.

Description

Required

A description of what will be discussed in this meeting, like the topics.

Type

Required

Choose one option between "In person", "Online" or "Booth"

Address

Required if meeting type is "In person" or "Booth"

Address: used by Geocoder to find the location

Location

Required

Location: message directed to the users implying the spot to meet at

Location hints

Optional

Location hints: additional info. Example: the floor of the building

Online meeting URL

Optional

Which URL will the meeting be held.

Show embedded iframe for this URL

Optional

Whether or not embed the iframe for this videoconference URL. Only a few services allow embedding (i.e. YouTube, Twitch…​)

Start Time

Required

Which day and time will the meeting start. Expected format: dd/mm/yyyy hh:ii

End Time

Required

Which day and time will the meeting start. Expected format: dd/mm/yyyy hh:ii

Category

Optional

Which Category has the meeting. Used for filtering in the meetings list.

Registration type

Required

Choose one option between "Registration disabled", "On this platform", or "On a different platform"

Available slots for this meeting

Required if "Registration type" is "On this platform"

How many slots are available for this meeting? Leave it to 0 if you have unlimited slots available

Registration terms

Required if "Registration type" is "On this platform"

What terms of services participants need to accept to register or join the meeting. Specific to "Citizens meetings"

Registration URL

Required if "Registration type" is "On a different platform"

Must be an URL. Link to go on the external service that you are using for registrations.

Create meeting as

Required if the participant belongs to a group

With which identity they want to create this meeting: as their user or as a group that they are reprensenting?

After creating the meeting, participants can also edit and close it.

Official meetings

Create a new meeting form (backend)

Table 5. Create meeting - Backend form
Field Type Description

Title

Required

What is the title for this meeting.

Description

Required

A description of what will be discussed in this meeting, like the topics.

Type

Required

Choose one option between "In person", "Online" or "Booth"

Address

Required if meeting type is "In person" or "Booth"

Address: used by Geocoder to find the location

Location

Required

Location: message directed to the users implying the spot to meet at

Location hints

Optional

Location hints: additional info. Example: the floor of the building

Online meeting URL

Optional

Which URL will the meeting be held.

Show embedded iframe for this URL

Optional

Whether or not embed the iframe for this videoconference URL. Only a few services allow embedding (i.e. YouTube, Twitch…​)

Start Time

Required

Which day and time will the meeting start. Expected format: dd/mm/yyyy hh:ii

End Time

Required

Which day and time will the meeting start. Expected format: dd/mm/yyyy hh:ii

Category

Optional

Which Category has the meeting. Used for filtering in the meetings list.

Registration type

Required

Choose one option between "Registration disabled", "On this platform", or "On a different platform"

Available slots for this meeting

Required if "Registration type" is "On this platform"

How many slots are available for this meeting? Leave it to 0 if you have unlimited slots available

Registration URL

Required if "Registration type" is "On a different platform"

Must be an URL. Link to go on the external service that you are using for registrations.

Private meeting

Optional

Check if the meeting shouldn’t be visible for all the visitors. Specific to "Official meetings".

Transparent

Optional

Related to "Private meeting", check if the meeting should be visible for all the visitors but they shouldn’t be able to participate in. Specific to "Official meetings". Specific to "Official meetings".

Customize registration email

Optional

Wheter you want to add a message in the registration email. Specific to "Official meetings".

Registration email custom content

Required if "Customize registration email" is checked

The content of the customized email. This text will appear in the middle of the registration confirmation email. Just after the registration code. Specific to "Official meetings".

You can also define Services inside of a Meeting. These are metadata that allows to comunicate, for instance, if there’s a place for children, deaf assistance, translations, etc. You can have multiple services inside of a meeting.

Table 6. Create meeting - Services
Field Type Description

Title

Required

Title of the service.

Description

Optional

Description of the service.

Actions

Citizens meetings

Table 7. Actions - Citizens meetings
Icon Name Definition

Preview icon

Preview

To see how it’s shown in the frontend to participants.

Permissions icon

Permissions

To handle the permissions of this meeting, depending on the verification a participant has. Allows an admin to configure who can Join a meeting.

Official meetings

Table 8. Actions - Official meetings
Icon Name Definition

Publish icon

Publish

To show publicly the meeting.

Unpublish icon

Unpublish

To not show publicly the meeting.

Preview icon

Preview

To see how it’s shown in the frontend to participants.

Duplicate icon

Duplicate

Allows an admin to duplicate a meeting.

Registrations icon

Registrations

Allows to define who can register for attending to the meeting.

Edit icon

Edit

Edit form for a Meeting. It’s the same form as "Create a new meeting".

Agenda icon

Agenda

To add the topics that will be discussed in the meeting.

Poll icon

Polls

To manage the polls for this online meeting.

Close icon

Close

Allows and admin to Close the meeting and add extra information.

Folders icon

Folders

For classifying Attachments.

Attachments icon

Attachments

Documents that are related to the meeting.

Permissions icon

Permissions

To handle the permissions of this meeting, depending on the verification a participant has. Allows an admin to configure who can Join a meeting.

Delete icon

Delete

To delete this meeting.

Meetings features

There are different kinds of features that can be enabled in meetings, such as:

  • Registrations: for managing how particpant can register to attend the meeting.

  • Agenda: for seeing the topics that will be discussed in the meeting by minutes.

  • Polls: for quick voting during an online meeting.

  • Close: for adding the final report on what was discussed in the meeting.

Online meetings

Depending in the moment and configuration of the meeting, there could be different messages that will be shown to the participants.

  1. If the "Online meeting URL" ins’t set, there’ll be a message that says "Link available soon" Online meeting available soon

  2. If the "Online meeting URL" is set, and a few minutes before the meeting start, the mesage will say "The link to join the meeting will be available a few minutes before it starts" Online meeting available before it starts

  3. If the "Online meeting URL" is set, and the start time of the meeting has arrived, then there’ll be a message that says that "the meeting is happening right now", with a link to join the meeting. Online meeting available before it starts