GovWell now gives you the ability to set up your very own Meeting Boards!

This feature is designed to make it easier to organize your meetings, track outcomes, and manage scheduling records - all in one place. With Meeting Boards, you can quickly create, customize, and review meetings to keep everything running smoothly in your Planning & Zoning department.

In this article, we’ll cover:

🎥 Learn how to set up your Meeting Boards in this quick video!

To start setting up your very own Meeting Boards, look for the 'Meeting Boards' option in your 'Settings' page:

In the Meeting Boards page you'll find an overview of all the boards in your organization. In this case we have a Board of Adjustment and a City Council board already set:
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You can create a new board by clicking on the '+ Create meeting board' button and filling in the respective details. Click 'Save Board' to confirm its creation!

After your new board is created, you can add results to it by clicking the '+ Add result' button:

Lastly, the boards and results have a pencil and a trash can next to them. The pencil button lets you edit them, while the trash can icon deletes them.

Now that the boards are set up, it's time to set up your meetings!

To access your meeting settings look for the 'Meetings' menu on the left side of your GovWell page, under your Planning & Zoning module. This will open your Meetings page.

In this page you will be able to view, set up and edit any meetings in your organization's Planning & Zoning module. To create a meeting, click the '+ Create meetings' button.

A 'Create Meetings' window will appear. You can add new meetings by either:

1) Manually adding them one by one by clicking the '+ Add meeting'
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2) Using the ' ✨Upload meeting schedule' button. Upload a document describing the meeting schedule and our system will analyze the contents of your document and convert them into a list of meetings. As an example, let's upload a file with a meeting plan of:
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The system will carefully analyze the contents of your document. It will calculate your instructions and automatically create a recurring schedule for the next 12 months.

Once you have all the meetings you want added, click 'Create Meetings' and they will be added to your meeting list!

🎥 Want to see how this works in a record? Watch this video!

First, make sure your workflows are updated with the following workflow steps: Add to Meeting and Log Meeting Result.

Now that you have any your workflows updated with the new meeting steps, let's see how they work!
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When your application reaches the Add to Meeting step, click the 'Add to meeting' button on your workflow view. You'll be presented with a menu to select the meeting you'd like to discuss this record. After selecting the meeting, click 'Add to meeting' to confirm your choice.

Your added meetings will appear in the 'Meetings' block in the application details tab. If you'd like to add more meetings, you can click the 'Add to meeting' button in this block to link the record with more meetings! To remove a meeting, click the 'x' button
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You can also view the meeting details by clicking on the 'View meeting in a drawer' button - it will open the meeting details, showing you the records linked to this meeting, any activity linked to this meeting and the options to add an agenda, add a recording link and add any additional files.
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When the meeting eventually happens, you can log it using the 'Log Meeting Result' workflow step.

If you have more than one meeting linked with the record, you can select which meeting you want to log directly from the workflow:
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A 'Log Meeting Result' window will appear - complete the fields with the required details and click 'Log Result' to log your meeting!
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The applicant and any collaborators will get notified of the results of the meeting once it is logged.

And that's how you use the Meetings feature with Govwell!