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.

Official meetings

Table 1. Create meeting - Backend form
Field	Type	Description
Title	Required	The title of the meeting.
Description	Required	A description of what the meeting is about, like the topics, participants, etc.
Type	Required	The meeting type, if it’s in person, online, or both.
Address	Optional	Address: used to localize the meeting on a map. Is displayed only for in-person and hybrid meetings types.
Location	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.
Location hints	Optional	Location hints: additional info. 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.
Online meeting URL	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	Required	Who is able to see the iframe.
Start time	Required	On which day and time the meeting starts. Expected format: dd/mm/yyyy hh:mm.
End time	Required	On which day and time the meeting starts. Expected format: dd/mm/yyyy hh:mm.
Category	Optional	Which category has the meeting. Used for filtering in the meetings list.
Registration type	Required	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.
Registration URL	Required if Registration on a different platform	Must be an URL. Link for participants to go to the external service that you are using for registrations.
Private meeting	Optional	Check if the meeting shouldn’t be visible for all the visitors. 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.
Comments enabled	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. You can have multiple services inside of a meeting.

Table 2. Create meeting - Services
Field	Type	Description
Title	Required	Title of the service.
Description	Optional	Description of the service.

Actions

Table 3. Actions - Official meetings
Icon	Name	Definition
	Edit	To edit a meeting.
	Duplicate	Allows an administrator to duplicate quickly a meeting.
	Folders	For classifying Attachments.
	Attachments	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.
	Publish	To show publicly the meeting.
	Unpublish	To not show publicly the meeting.
	Preview	To see how it’s shown in the frontend to participants.
	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	To delete this meeting.

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. Create meeting - Frontend form
Field	Type	Description
Title	Required	The title of the meeting.
Description	Required	A description of what the meeting is about, like the topics, participants, etc.
Type	Required	The meeting type, if it’s in person, online, or both.
Address	Optional	Address: used to localize the meeting on a map. Is displayed only for in-person and hybrid meetings types.
Location	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.
Location hints	Optional	Location hints: additional info. 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.
Online meeting URL	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	Required	On which day and time the meeting start. Expected format: dd/mm/yyyy hh:mm.
End time	Required	On which day and time the meeting start. Expected format: dd/mm/yyyy hh:mm.
Category	Optional	Which category has the meeting. Used for filtering in the meetings list.
Registration type	Required	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.
Available slots for this meeting	Required if Registration 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 on this platform	What terms of services participants need to accept to register or join the meeting.
Registration URL	Required if Registration on a different platform	Must be an URL. Link for participants to go to the external service that you are using for registrations.
Create meeting as	Required if the participant belongs to a group	With which identity this meeting is created, the participant or the user group one.

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

Actions

Table 5. Actions - Citizens meetings
Icon	Name	Definition
	Preview	To see how it’s shown in the frontend to participants.
	Permissions	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.