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:

Sign in as admin
Go to admin panel
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"
Go to components
Click on "Add component" button
Click on "Meetings"
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)

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	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.

Official meetings

Table 8. Actions - Official meetings
Icon	Name	Definition
	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.
	Duplicate	Allows an admin to duplicate a meeting.
	Registrations	Allows to define who can register for attending to the meeting.
	Edit	Edit form for a Meeting. It’s the same form as "Create a new meeting".
	Agenda	To add the topics that will be discussed in the meeting.
	Polls	To manage the polls for this online meeting.
	Close	Allows and admin to Close the meeting and add extra information.
	Folders	For classifying Attachments.
	Attachments	Documents that are related to the meeting.
	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.

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.

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