Step 1: Prepare the agenda
This initial step helps to prepare the meeting. WEDO will guide you through 5 steps: before, during and after the meeting. You have the possibility to situate yourself in the process thanks to the step summary (1). You will also find the information you entered when creating the meeting > the title, date, start time, duration and location of the meeting (2). It is possible to modify this information by clicking on the different fields. Two buttons allow you to access other meetings in the workspace (3) and pending tasks in the space (4).
Define meeting participants
WEDO automatically includes members of the workspace as participants in the meeting in the space. However, it is possible to add and remove participants.
Add a participant
To add a participant :
Click on the button +Add a participant
Select a suggested user or add it using the search bar
Info: If the attendee is not part of the workspace in question, he or she will still be able to access the meeting in the Meetings tab of his or her personal space (as long as his or her access rights allow it).
Add a line
To add a participant who does not have a WEDO account :
Click on the +Add a line button
Fill in the field with the first and last name of the person.
Info: people added through this means will not be able to access the meeting minutes because they do not have access to WEDO. This text field only allows you to mention that this person participated in the meeting. It is possible to export the minutes, or an sample of it, and send them to the persons concerned.
Remove a participant
To remove a participant, click on the button with the three vertical dots (1) at the end of the line and then click Remove participant (2).
Define participant access rights
To access rights management, click on the Access and signatures button (1). By default, the person who creates the meeting has full rights to the meeting (2). To grasp all the intricacies concerning the different access rights, please refer to the following article : Managing rights in meetings
To change the rights of each participant, click on the button in the Access column to scroll through the 5 options (3).
Info: by simply hovering the cursor over the different access options, a message appears to remind you which rights the selected option offers - as shown in the image below.
It is also possible to give access to users who are not in the list of participants. This allows a distinction to be made between participants physically present at the meeting and users who only need access in order to participate in its follow-up and/or development.
To do this, click on Add a user (1) and then select the relevant user (2). It is then possible to choose its access rights, as for a participant.
Create agenda items
It's time to create the agenda items. There are two options:
Enter the different items manually one by one in the appropriate field by clicking on the + button or Enter to validate each entry.
Copy a series of points previously entered in another tool such as Word or Excel and paste them in the appropriate field. The points will then be created automatically and in one go.
The created points now appear in the table of contents on the left side of the screen.
Info: Note that if you insert a two-level hierarchical point list, the points will be directly created this way.
Organizing agenda items
Increasing point removal
It is possible to increase or decrease the removal of items from the table of contents in order to have a global view of all the items on the agenda. The numbering adapts to the withdrawal.
Click on the button with the three vertical points at the end of the point whose indentation is to be increased.
Click on Increase indent
Decrease the withdrawal of a point
To decrease the withdrawal, the procedure is the same:
Click on the button with the three vertical points at the end of the point whose shrinkage needs to be reduced.
Click on Decrease indent
Tip: When you move the cursor over the points in the table of contents, arrow buttons appear allowing you to increase or decrease the indent of the point.
Add elements to your agenda items with the + button.
By clicking on a point, it is possible to complete it with a series of options to prepare the content of the meeting. The options are as follows:
Add a paragraph to enter text
Add a decision - this option is usually used when writing up the minutes.
Create a task
Attach a file
Add a note in order to enter a private text (only you will be the only one to be able to view it)
Import tasks from the workspace to link them to a point or sub-point. It is also possible to import tasks from other workspaces of which you are a member.
Add a sub-point
Tip: The plus button is found after each item to save you valuable time in your writing work. This saves you from having to go back to the top of the point to insert a new item.
Select the text snippet you want to format. A toolbar appears, click on the appropriate option. The options are as follows:
B = bold
I = italic
U = underline
S = cross out
Text alignment: left, center, right, justify
Text background color
Add an image
Add a hyperlink
Add a presenter
It is possible to define a presenter for each point by selecting a person from your network.
Moving a point
From the table of contents, it is possible to move a point manually.
Hover over the point with the cursor to make the button appear in front of the point in question, click on it
Drag and drop the dot to the desired location in the table of contents
Moving on to the next step: the agenda is ready
When the agenda is ready, click on the button leading to the next step.
Info: Go to the next step when all participants have annotated the agenda items and the agenda is not supposed to be changed until the minutes are written.