Create Meeting Templates

Meeting templates allow Organisation Admins to create reusable agendas for common meeting types. Templates can include pre-configured motions, attachments, formatting, and default resolution outcomes, helping ensure consistency across meetings and reducing meeting preparation time.

Before You Begin

To create or manage meeting templates:

• Meeting Management must be enabled for your organisation.
• You must have Organisation Admin permissions.

Access Meeting Templates

1. Select your user menu from the top-right corner of the Portal.
2. Click Templates.

The Templates page displays all meeting templates available to your organisation.

Create a Meeting Template

1. Click + Template.

2. Select Meeting Template.

   

3. Enter a template name.
4. Select the applicable association type.
5. Choose the meeting type:
   • Annual General Meeting
   • General Meeting
   • Committee Meeting
6. Enter any introductory agenda text that should appear before the first motion.

This text can be formatted using the available rich text editing options.

Configure the Agenda

Templates can include pre-configured motions that will automatically be added when the template is used.

Add a Motion

1. Select Add Motion.
2. Enter a motion title.
3. Complete the motion details.

Available fields include:

• Motion body
• Explanatory notes
• Subject references
• Resolution type
• Default resolution outcome
• Attachments

Formatting Options

The motion editor supports rich text formatting, including:

• Headings
• Bold and italic text
• Bullet and numbered lists
• Hyperlinks
• Images
• Placeholder fields

Use formatting options to improve the readability of agendas and supporting information. 

Add Placeholder Fields

Placeholder fields automatically populate meeting-specific information when a meeting is created from the template.

Examples include:

• Building information
• Insurance details
• Levy details

To insert a placeholder:

1. Press '+' on your keyboard
2. Choose the required field
3. Or type to search for available placeholders.

Add Attachments

Attachments can be included at either:

• Motion level (specific to an individual motion), or
• Meeting level (available for the entire meeting agenda).

Attachments are automatically included when the template is used to create a meeting.

Select a Resolution Type

Each motion must include a resolution type.

Resolution types determine how voting outcomes are recorded during the meeting.

Select the appropriate resolution type when configuring each motion.

Configure Default Resolution Text

Templates can include default wording that will be applied when a motion is:

• Resolved
• Defeated
• Deferred

This helps standardise meeting minutes and reduce manual updates during minute finalisation.

The 'opening text' and 'closing text' will wrap the motion body in the minutes.

Save a Template

When configuration is complete:

1. Click Save as Draft to continue editing later, or
2. Click Save to make the template available for meetings.

Saved templates become Enabled, and can be selected when creating a meeting.

Manage Existing Templates

The Templates page provides several management options.

Search Templates

Use the search bar to find templates by name.

Enable or Disable a Template

Templates can be disabled when they are no longer required.

Disabled templates:

• Remain available for reference.
• Cannot be selected when creating a new meeting.

Templates can be re-enabled at any time.

Duplicate a Template

To create a variation of an existing template:

1. Locate the template.
2. Click the 3 dots on the right.
3. Select Duplicate.
4. Update the copied template as required.
5. Save the new version.

Duplicating templates allows organisations to reuse existing agendas while maintaining previous versions.

Manage Draft Templates

Templates saved as drafts remain editable and are not available for meeting creation until saved.

Draft templates can be updated, completed, and published at any time.

What Happens Next?

Once a template has been saved, it can be selected when creating a meeting.

Using templates helps ensure meeting agendas are consistent and reduces the time required to prepare recurring meeting types.

Organisation Admins should contact us with any further questions regarding this process.