Create & Manage Meetings

Meeting Management allows Strata Managers to create, configure, and issue meeting agendas directly from the Portal. Meetings can be configured with video conferencing, pre-meeting voting, online voting, committee nominations, and proxy management, providing a complete workflow from agenda preparation through to meeting completion.

Before You Begin

To create and manage meetings:

• Meeting Management must be enabled for your organisation.
• At least one meeting template should be available if you intend to create a meeting using a template.

Access Meetings

Meetings can be created from either:

• The Meetings page, or
• The relevant Building Profile.

To view all meetings:

1. Navigate to Meetings from the navigation menu.
2. Review the list of existing meetings.

Find an Existing Meeting

The Meetings page includes search and filtering tools to help locate meetings.

You can search by meeting template, or you can filter meetings using available filters, such as:

• Date range
• Plan number
• Meeting creator
• Meeting status

Meeting statuses include:

• Draft
• Upcoming
• In Progress
• Closed
• Completed

Create a Meeting

To create a new meeting:

1. Click Create Meeting.
2. Select the building.
3. Enter the meeting details.

Required information includes:

• Plan number
• Meeting date
• Start time
• Venue
• Days required for notice
• Arrears cut off

Configure Meeting Options

Additional meeting options can be enabled during setup.

Video Conferencing

Enable video conferencing if attendees can join remotely.

Enter the required video meeting details, such as:

• Meeting link
• Meeting ID
• Password

Pre-Meeting Voting

Pre-meeting voting allows eligible owners to vote before the meeting begins.

When enabled, configure the voting cut-off date and time.

Owners can update their vote at any time before the voting cut-off.

Online Voting

Online voting allows eligible owners to vote during the live meeting.

When enabled:

• Owners can vote on the motion currently being considered.
• Votes are displayed to the meeting organiser in real time.
• Owners may request a poll vote or secret ballot before casting their vote.

Configure the Agenda

Meetings can be created from an existing meeting template.

After selecting a template, the agenda can be customised to suit the meeting's requirements.

This includes:

• Adding or removing motions
• Updating motion wording
• Editing attachments
• Updating explanatory notes
• Changing resolution types

For detailed instructions on managing agenda content, see Create & Manage Meeting Templates.

Issue the Agenda

Once the meeting has been configured, the agenda can be issued to attendees.

Select Recipients

Review the attendee list and confirm who should receive the agenda.

Recipients may receive meeting documents according to their communication preferences.

Delivery Preferences

The Portal uses each recipient's configured delivery preference.

Depending on the recipient's settings, meeting notices may be delivered via:

• Email
• Print

Issuing notices by print must be managed by the organisation according to legislation. The Portal does not send notices by post.

Email Templates

Meeting notice emails can be customised when issuing the agenda.

The default template comes from the Meeting Scheduled template from Settings > Templates. 

For information on creating and managing email templates, see Templates & Automations.

Save as Draft

If the meeting is not ready to be issued:

1. Click Save as Draft.
2. Return later to continue editing.

Draft meetings are not visible to owners and no notices are sent.

Issue the Meeting Agenda

When ready:

1. Review the meeting details.
2. Confirm the issuing list.
3. Click Create meeting.
4. Click Send on the email template.

Once issued:

• Meeting notices are distributed according to selected preferences.
• The meeting becomes available to eligible owners.
• Pre-meeting voting becomes available if configured.

Record Proxies Before the Meeting

Proxy appointments can be recorded before the meeting begins.

To record a proxy:

1. Open the meeting.
2. Click the 3 dot menu.
3. Select Add proxy.
4. Add the proxy details.
5. Save the record.

Proxy information will be available when attendance is taken during the meeting.

Record Committee Nominations Before the Meeting

Committee nominations can be submitted and managed before the meeting.

To review nominations:

1. Open the meeting.
2. Navigate to the relevant committee nomination motion.
3. Review submitted nominations.

Additional nominations can be recorded before the meeting by clicking the 3 dot menu and selecting Record nominations.

What Happens Next?

Once the agenda has been issued, owners can:

• View meeting details
• Submit proxy appointments
• Submit committee nominations
• Participate in pre-meeting voting
• Participate in online voting 

When the meeting start time approaches, the meeting can be opened and managed using the live meeting workflow.

Strata Managers should contact us with any further questions regarding this process.