Welcome

Welcome to MeetingSense

MeetingSense Software Corporation is a venture backed start up that was founded in 2006 by former IBM and Macromedia management to address the emerging need among today’s businesses for a simple but effective way to collaboratively manage meeting notes and other information, action items,  and more in order to optimize business productivity.

The goal was to develop collaboration software that would allow businesses to maximize their return on investment in meeting time and meeting technology by ensuring that each meeting, regardless of size, scope, or subject, is leveraged directly into productive action.

MeetingSense Pro is the 6th version of MeetingSense and is meeting management software that works with your current tools and habits to make sure you capture the things shared before, during, and after meetings; and then allows you to manage it all together to make your meetings actually work.

Instead of just getting you into meetings like web conferencing, MeetingSense is an easy to use Web App that helps you do things like take great notes, assign action items, record important decisions, upload shared documents, and then work with all of it together via just email and a web browser to maximize your meeting investment.

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The Basics

The Basics

MeetingSense Pro was designed to be flexible enough to work within you company’s very specific cultural meeting topography. The platform lets you and your users easily customize, and then work within your Organization’s existing team and project structure to empower maximum meeting collaboration efficiency. Your MeetingSense Pro account connects all of the people collaborating around your meetings, action items, projects, files, and much more.

Users in your account differ based on their roles and responsibilities. You account can have any number of “Administrators (or Admins)”, “Publishers”, “Members”, and “Guests”. All of these users working together in different capacities on the platform, make up your organization’s MeetingSense meeting ecosystem.

To Pay or Not to Pay – How You’re Charged to Use MeetingSense Pro

The Publisher designation allows users to create content in your MeetingSense Pro ecosystem. These users can:

  • Install and leverage MeetingSense integrated plugins
  • Schedule, conduct, and publish notes for meetings
  • Assign action items
  • Create MeetingSense Projects
  • Add files to the system
  • Collaborate with all other users

Publishers can be added in the Admin area, which is accessed from your user avatar in the top right-hand corner of your MeetingSense Dashboard. Only Account Admins can add/manage Publishers. All of the MeetingSense user types can be made a Publisher, as it is a separate designation that governs only the ability to create content in the system. When you designate a user as a Publisher, they become a paid MeetingSense user.

MeetingSense Pro User Types

MeetingSense user types govern what users can see/access in your system. Each user type is given differing levels of access to content. From the highest – top ‘Organization-level’, to the lowest – access to only the individual objects in the system they’ve directly been invited to view. All user types in the system can comment on, and add files to, objects (meetings, action items, projects) they were invited to participate in.

MeetingSense Pro user types are:  

Admins will administer your organization’s MeetingSense Pro account from the top down. Admins do things like add/disable/manage all of the users in your account, Edit your account information (like your org name and custom URL), and create/edit your Teams (more on this below). You can have as many Admins as you like, and unless you also make these Admins Publishers, they are free users.

Members are given access to view/access your Organization’s content from the top down. Members can be invited (by Publishers) to view/access/comment on Meetings, Action Items, Projects, Teams, and Files within your Dashboard. Member’s viewership is determined by the Publishers in your system and the objects and areas (Teams and Projects) to which they are given access. Members cannot create content in the system or set their own access to objects they weren’t invited to see. Like all user types, Members can be made Publishers as well, and would then also be able to create their own content. Members can only be invite into the system by Admins, from there Publishers determine what they see.

Guests have to be explicitly invited to view specific content in your system by Publishers. Guests can be internal employees or external contributors (contractors, partners, etc…) who don’t need to create content in the system, but might need to complete an action item assigned to them by a Publisher, add a file to a meeting, or comment on a Project newsfeed. Guests can never see anything at the top Organizational level of your platform, only individual objects they’ve been invited to see. Guests can be added by an Admin and are automatically added to the system when a publisher invites the to a meeting, assigns them an action item, or invited them to a project. Using the Guest designation is a great way to empower cross-company, or even cross-team collaboration without having to give unnecessary or risky access to things they shouldn’t be seeing. It also takes them 10 seconds to sign up for their own account and it’s totally free to everyone.

Setting up your MeetingSense Platform architecture. 

Your MeetingSense Admin(s) will set up the structure of your Platform by creating “Teams” within your shared dashboard, while Publishers will create their own Projects.

Teams are just groupings of users within your MeetingSense account. Admins go to their Dashboard’s Org Management Pane on the left of the main navigation bar. They create Teams and invite that Team’s members. Teams in MeetingSense should mirror the Teams you have in your Organization today. Some good examples of MeetingSense Teams would be: Marketing, Sales Team, R & D Group, Support Staff, etc…

Once created, Team members will access a Team’s specific view of the MeetingSense Pro Dashboard via the left-sidebar control – Teams you’ve been invited to will show up in the left side panel (you’ll also get an Team invite email). Clicking on one of your Team listings in the sidebar, will change your entire Dashboard’s view to display only content assigned to and housed within that Team. Teams are a great way to ensure that meeting and project content is properly grouped and accessible to those who need it. Of course you can share this content outside of the group via the privacy settings of the individual content objects assigned to that Team (more on this in other sections)

Projects are similar to Teams, in that they group people and content together in order to create an optimized collaborative environment. Projects within MeetingSense work just as they do in your company. It’s a way to ensure that all of the important meetings, action items, files, and collaboration that make up projects are always grouped together and are quickly and easily accessible to those who need it most.

Projects also have Admins and members, a start and end date, and essentially act as a virtual space/page for project members to store, access, and collaborate around project content and materials. Projects are accessed by the Projects navigation tab in your MeetingSense Pro Dashboard, and each Project has it’s own ‘home page’ view of everything all of the Project members have added to the project.

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User Accounts

User Accounts

Your User Account on the MeetingSense Platform is the account you create to access the system, schedule and conduct MeetingSense Meetings, assign Action Item, and collaborate using the system.

New users need to create a MeetingSense user account or receive an invitation from an existing Organization Account Publisher to gain access to the system. There are a number of different account roles with different permissions. Read all about User Roles in the section below.

Making a user account is simple and easy requiring only your valid email and a secure password. Sign up for your account here: https://mymeetingsense.com/signup

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Creating Your Account

To access and collaborate using MeetingSense, you will need to create a MeetingSense user account or receive an invitation from an existing Organization Account holder to join their account.

Creating a Net-New Organization Account

is fast and easy and requires only your valid (work) email address, a few pieces of information, and a secure password.

Go here to sign up for a net-new MeetingSense Organization account: https://mymeetingsense.com/signup

Note: Doing so will allow you to create your own totally separate and individual Organization account within MeetingSense Pro, so if you’ve been invited to another MeetingSense user’s account, the two accounts will not automatically be linked.

You can ‘link’ them later, but if you are trying to simply sign up for another user’s account, please use the MeetingSense email that they sent to you to sign up as a Guest in their account.

Signing Up for Someone Else’ MeetingSense Organization

 

There are a number of ways to be invited to an existing MeetingSense Organization. Here is a summary of these paths:

  • A MeetingSense Organization Account Admin sends you a member invite
  • A MeetingSense Publisher sends you a Meeting invitation
  • A Publisher assigns you an Action Item
  • Am Organization Admin sends you an invite to one of their Teams
  • A Project Admin sends you an invite to one of their Projects

If an existing MeetingSense Organization Admin sends you an invite, they can choose your user role and whether you’re a Publisher or not (see below for all definitions).

When you receive a MeetingSense email via one of the other avenues listed above (all through actual use of the platform), you simply need to follow the links in those emails to sign up for your MeetingSense account.

If you have already created your own Organization account, you will simply see another Organization listed in your left-hand Organizations and Teams panel in your Dashboard.

Using the Social Media Logins

When signing up, you have the option to sign up through one of five social media accounts, or manually enter your work email and create a password. Using the social media options allows you to login with a single click after first time verification.

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Adding Users to Your Organization

There are two simple ways to get new users into your Organization’s MeetingSense Account.

MeetingSense Administrator(s) can add individual or bulk net-new users via the admin page add users button or the Organization side panel add user button.  One the add user dialog, they enter individual new users email addresses, chose their role within MeetingSense (Admin, Member, or Guest), and then designate each as a Publisher or non-Publisher (a billable selection).  Then ‘invite’ these users to the organization.

You can also bulk add up to 100 new users (see the image below) including roles and whether each is a MeetingSense Publisher or not by using our .csv template available on the new user dialog.

Each invited user will be sent an email from the system with instructions for registering for their MeetingSense account.

Signing up for their account is simple and all that’s needed is a connected web browser. Once they’ve completed the registration process, new users will show up in your Organization’s Admin area as an active user. If they have not registered yet Admins can resend invite emails here as well. If users have been given Publisher rights, you will be charged monthly for their account.

Publishers can also invite users through their normal use of MeetingSense, but these new users are Guests by default. Only account Admins can ‘upgrade’ these added Guest users to Members or Admins, and give them Publisher rights.

As a refresher, Guests can only access the content and objects that account Publishers have given them direct access to via meeting invitations, action item assignment, or project membership. Invited Guests will receive an ‘invite’ email from MeetingSense letting them join your account via easy instructions for signing up. Once they sign up, they will be able to interact with the items they’ve been given access to view. Guests can’t create content themselves, but they can always complete their action items and add files and comments to all objects/areas they can see.

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MeetingSense User Roles

Users in your account differ based on the role you assign to them in the Admin console. These roles will determine their access to information in MeetingSense Pro. Your account can have any number of “Administrators (or Admins)”, “Members”, and “Guests”, and any of these roles can also be a publisher. “Publishers” are paid users that can CREATE CONTENT. This means that only Publishers can do things like schedule and conduct Meetings, assign Action Items, and creating Projects. All users, even Guests, can add files and comment to any item/area they’ve directly been invited to participate in/on.

All of these users working together in different capacities on the platform, make up your organization’s MeetingSense meeting ecosystem.

To Pay or Not to Pay – How You’re Charged to Use MeetingSense Pro

The Publisher designation allows users to create content in your MeetingSense Pro ecosystem. These users can:

  • Install and leverage MeetingSense integrated plugins (Microsoft Outlook)
  • Schedule, conduct, and publish notes for meetings
  • Assign action items
  • Create MeetingSense Projects
  • Add files to the system
  • Collaborate with all other users

Publishers can be added in the Admin area, which is accessed from your user avatar in the top right-hand corner of your MeetingSense Dashboard. Only Account Admins can add/manage Publishers. All of the MeetingSense user types can be made a Publisher, as it is a separate designation that governs only the ability to create content in the system. When you designate a user as a Publisher, they become a paid MeetingSense user.

MeetingSense Pro User Roles

MeetingSense user types govern what users can see/access in your system. Each user type is given differing levels of access to content. From the highest – top ‘Organization-level’, to the lowest – access to only the individual objects in the system they’ve directly been invited to view. All user types in the system can comment on, and add files to, objects (meetings, action items, projects) they were invited to participate in.

MeetingSense Pro user types are:  

Admins will administer your organization’s MeetingSense Pro account from the top down. Admins do things like add/disable/manage all of the users in your account, Edit your account information (like your org name and custom URL), and create/edit your Teams (more on this below). You can have as many Admins as you like, and unless you also make these Admins Publishers, they are free users.

Members are given access to view/access your Organization’s content from the top down. Members can be invited (by Publishers) to view/access/comment on Meetings, Action Items, Projects, Teams, and Files within your Dashboard. Member’s viewership is determined by the Publishers in your system and the objects and areas (Teams and Projects) to which they are given access. Members cannot create content in the system or set their own access to objects they weren’t invited to see. Like all user types, Members can be made Publishers as well, and would then also be able to create their own content. Members can only be invite into the system by Admins, from there Publishers determine what they see.

Guests have to be explicitly invited to view specific content in your system by Publishers. Guests can be internal employees or external contributors (contractors, partners, etc…) who don’t need to create content in the system, but might need to complete an action item assigned to them by a Publisher, add a file to a meeting, or comment on a Project newsfeed. Guests can never see anything at the top Organizational level of your platform, only individual objects they’ve been invited to see. Guests can be added by an Admin and are automatically added to the system when a publisher invites the to a meeting, assigns them an action item, or invited them to a project. Using the Guest designation is a great way to empower cross-company, or even cross-team collaboration without having to give unnecessary or risky access to things they shouldn’t be seeing. It also takes them 10 seconds to sign up for their own account and it’s totally free to everyone.

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Organizations

MeetingSense Organizations

MeetingSense Organizations are the Company, Educational Institution, Government Agency, or Non-Profit business you use when signing up to create your MeetingSense Account.

You will be given the chance to name your account and choose a custom account URL.

An example of this when signing up would be to name your MeetingSense Organization “ACME Corp.” and choose the custom url, https://acemcorp.meetingsense.com.

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Creating Your Organization

When you sign up without being invited to an Organization, creating your own Organization is part of the sign-up process. The only information that is required from you is what name you wish the Organization to yield and the custom URL for the Organization that you want MeetingSense to create for you.

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Organization Publishers

MeetingSense Publishers create content in your MeetingSense Pro ecosystem. These users can:

  • Install and leverage MeetingSense integrated plugins
  • Schedule, conduct, and publish notes for meetings
  • Assign action items
  • Create MeetingSense Projects
  • Add files to the system
  • Collaborate with all other users

Publishers can be added in the Admin area, which is accessed from your user avatar in the top right-hand corner of your MeetingSense Dashboard. Only Account Admins can add/manage Publishers. All of the MeetingSense user types can be made a Publisher, as it is a separate designation that governs only the ability to create content in the system. When you designate a user as a Publisher, they become a paid MeetingSense user.

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Organization Guests

If you were invited to a Meeting or assigned Action Items by Publishers, then you are given an Organization Guest account. As a guest you have limited access in MeetingSense and can only access items that you’ve been explicitly assigned or invited to. This enables seamless collaboration with clients, contractors, customers, and virtually any external 3rd party user.

Guests can:

  • View, edit, delete, add comments and files to Action Items they’ve been explicitly assigned
  • View, add comments and files to Meetings they’ve been invited to. If the Meeting or Action Item belongs to a Project, the guest user will see a Projects page with only the Meetings he’s been invited or Action Items he’s been assigned.

If you are added as a member of a Project, you will receive member level access to that Project alone and can view, add Comments, and add Files to that items in that Project.

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Teams

MeetingSense Teams

Teams are just groupings of users within your MeetingSense account. Admins go to their Dashboard’s Org Management Pane on the left of the main navigation bar. They create Teams and invite that Team’s members. Teams in MeetingSense should mirror the Teams you have in your Organization today. Some good examples of MeetingSense Teams would be: Marketing, Sales Team, R & D Group, Support Staff, etc…

Once created, Team members will access a Team’s specific view of the MeetingSense Pro Dashboard via the left-sidebar control – Teams you’ve been invited to will show up in the left side panel (you’ll also get an Team invite email). Clicking on one of your Team listings in the sidebar, will change your entire Dashboard’s view to display only content assigned to and housed within that Team. Teams are a great way to ensure that meeting and project content is properly grouped and accessible to those who need it. Of course you can share this content outside of the group via the privacy settings of the individual content objects assigned to that Team (more on this in other sections)

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How to Create a Team

Only Organization Administrator can create or edit Teams – this includes adding/editing members, naming/renaming the Team, and setting the Team’s privacy level.

Teams are set by default to be Private for the Organization. This means that all Projects, Meetings, Action Items etc, in that Team can only be viewed by the Team Members.

Creating a Team

Open your Organization and Team side panel by clicking the right-facing chevron (arrow) next to your Organization’s name. This will open the panel. Find and click the, “Create new meeting” button under your Organization name. Fill in the lightbox with a:

  • Team Name
  • Choose your Team members
  • Assign Team Admins by clicking the cog next to those users (you can also demote members this way)
  • Pick a security level
  • Click Save

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Team Administrators

Team Administrators have the ability to create new and edit existing Teams. This allows them to create or change the Team name, add or remove Team members (or demote/promote them), and select the Team’s permissions.

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Team Members

Team members have standard access to Public Team information (Projects, Meetings, and Action Items). They cannot create or edit Teams. Team members will have access to Team information if they’ve been given access at the individual object level.

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Sharing Level Access

Access & Privacy Settings

Privacy and access is set at the individual object level when it is created. This means that you can set the privacy and access level for each object you create in the system, including Teams, Projects, Meetings, and Action Items.

You can also edit these access levels at any time during or after creation.

Privacy levels are as follows:

  • Private – Only you and the people directly involved in this object can see it
  • Public – The object inherits the access permissions of its immediate parent object(s). If there are multiple levels of parent objects, and these are all public, the item’s access continues up the ‘object waterfall’ until it hits a Private setting, or the top Organizational level.

Example #1:

Bill assigns a Private Action Item to Michelle in a Private Meeting

Access: Bill and Michelle are the only two users who can see this Action Item.

 

Example #2:

Michelle assigns a Public Action Item to Jill in a Private Meeting

Access: Michelle, Jill, and everyone in the meeting can see the Action Item

 

Example #3:

Jeff assigns a Public Action Item to Adam in a Public Meeting, that’s in a Public Project, that’s in a Private Team

Access: Jeff, Adam, all Meeting Participants, all Project Members, and all Team Members can see the Action Item.

Guests can only ever see objects they’ve explicitly been given access to see/work on.

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Privacy – Teams

Teams are created and are editable only by your Organization (account) Administrator(s). When they create your Team(s), they will also assign the privacy for those Teams.

Setting a Team to Public gives all Team Members and Organization Members access to view and interact with all of the content and collaboration contained in that Team..

Private Teams only allow members of that Team to view and access all of the Team and Project information and Collaboration. Items contained and accessible in a Team are:

  • Projects (and all of the Project-specific Meetings, Action Items, Files, and Newsfeed)
  • Team-level Meetings, Action Items, Files, Newsfeeds, and collaboration.

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Privacy – Projects

Projects are groupings of people and content in your MeetingSense Organization under a specific Project name. Projects are essentially digital rooms that can be set up for a specific group of users to access Project content. Project access can be set when you create a Project.

Public Projects give content access to all Project Members and Team Members (If the Project is part of a Team), or the entire Organization (if the Project is created at the Organization level).

This can be changed to Private so that only Project members can view and access your Project information and Collaboration.

Items contained in a Project are Project-specific Meetings, Action Items, Files, and a Newsfeed that shows a running ‘audit trail’ of the events/information pertaining to the Project as they’ve happened over time.

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Privacy – Meeting

Access to your Meetings and any content/objects of those Meetings (Action Items, files, etc…) are private by default. This means that the meeting will only be viewable on the dashboard by the organizer(s).

Meeting Notes: The Meeting record itself and that Meeting’s Notes are considered their own entities in the system. Thus, you can have a Public Meeting, with Private Notes. In this scenario, the Meeting record would show up on your participant’s dashboards, but the notes would not (until you changed them to public). The system will not send out a Meeting Summary Email until you choose to do so during the end/save/send flow in WebCapture.

Public Meetings will be viewable on the dashboard by all participants. Public Meetings that are part of a Project will be visible to all Members of that Project.

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Privacy – Meeting Notes

During a Meeting, you may take your own notes using MeetingSense WebCapture.

By default, Meeting Notes are set to Private, even if the Meeting record itself is set to Public. A Publisher can choose to publish the Meeting Notes as Public when saving them, this means that all participants of the Meeting can now view those Notes on their dashboards, and a Meeting Summary Email will be sent.

Keep in mind that Meetings inherit the privacy of their parent object(s), thus, if a Public Meeting is in a public Project that’s in a Public Team, every MeetingSense user in the system will be able to see that Meeting’s Notes and other content. Securing that Meeting record or the Meeting’s Notes is as easy as setting them to Private.

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Privacy – Action Items

By default, Action Item access is set to Public to enable maximum collaboration among colleagues, however, this can be changed to Private to enable only the Assigner and the Assignee access to the item.

Many Action Items will be assigned during a Meeting, thus, Action Item access when set to public will inherit . So setting the default to public will inherit the rights set at the Meeting level.

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Privacy – Files

Access permissions for uploaded Files inherit the parent object to which they were uploaded. As an attachment to a Meeting,, an Action Item, a Project, a Team, or the entire Organization.

Thus, access to Files is always governed by the permissions set at the immediate parent object.

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Projects

MeetingSense Projects

A Project is a collection of related Meetings, Action Items, Files, and Team collaboration (comments). A Project has a name, description, an owner (creator), administrator(s), members, and guests.

You do not need to be a Project Member to see a Project. Project visibility is determined by the permissions of the Project, which are managed by the Project Administrators. This can be changed to limit Project access to only the entire Team, only Project Members, or Private to only the Project Owner.

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How to Create a Project

To create a Project, you must be a Publisher. There are multiple ways to create your very own Project within MeetingSense. One simple way of doing it is by going to the News Feed of the desired object, navigating to the “Projects” window, and clicking the plus symbol. You will then be asked for the Project name, start date, end date, description, desired members, and finally the privacy setting for the Project. Another way is to navigate to the Projects tab and create a Project from there.

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Project Administrators

As a Project Administrator, you can edit the Project details (name, description, dates, and permissions) and manage project members. There can be unlimited Project Administrators.

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Project Members

MeetingSense will always grant you access to Meetings, Action Items, Files, and collaboration that you’ve been invited or assigned to as a Project Member.

Project Members also receive notifications when Meetings and Action Items are added to the Project, when the Project details are edited, and when comments/files are posted to the Project via the Project Feed/ Project Page

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Newsfeeds

MeetingSense Newsfeeds

MeetingSense Newsfeeds are a social media stream of comments and actions associated with an item. Utilizing Newsfeeds encourages collaboration by allowing you to post comments, as well as reply to others comments and edits on multiple items throughout MeetingSense, all while outlining who said what and when for the leaders in your team.

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Different Types of Newsfeeds

There are a few different types of Newsfeeds within MeetingSense, each one with a slightly different view.

Organization Newsfeed is going to appear in the middle of your homepage on the online dashboard. For an in depth overview, please see the section below.

Project Newsfeeds appear when you select a project to view. Like the Homepage Newsfeed, it appears in the middle of the page, featuring a comment section at the top. The items appearing on the Newsfeed under projects only pertain to what is specifically going on within the project you’re under.

Things like edits to a meeting you’re attending, uploaded files, project announcements and more will appear on the Project Newsfeed for you to view and interact with.

Team Newsfeeds appear when you navigate to a selected Team. The view is very similar to the Organization Newsfeed and Project Newsfeeds in which you can view and comment on edits to meetings, Team announcemnts, uploaded files and more.

Team Newsfeeds, like Project Newsfeeds will only show you announcements and information associated with the Team that you have selected.

Meeting Newsfeeds allow you to view edits and changes to meetings that you are a part of, answer any questions and even reply to comments posted directly to meetings.

Every meeting has its own Newsfeed which you can access by first selecting the meeting, and then selecting the “View Meeting Newsfeed” button in the upper right-hand corner of the meeting.

Action Item Newsfeeds allow you to view edits and changes to that Action Item, as well as comment and reply to comments associated with it. Like Meeting Newsfeeds, every Action Item will have its own Newsfeed keeping you and your team organized.

You can access Action Item Newsfeeds by selecting the Action Item you would like to view. At the bottom of the Action Item you will see the Newsfeed appear.

 

 

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Organization Newsfeed

The MeetingSense Pro Newsfeed shows up in the middle of your online dashboard home page, and any of your Project home pages. This Newsfeed is a running list of any and all communication that happens in MeetingSense.

Posts will show up in Newsfeeds for events like:

  • Meeting is scheduled or notes published
  • Action Item is Assigned or updated
  • Projects are created or updated
  • Files are uploaded to any object in the system…

You can also do things like:

  • See who created each post, what the event was, when it was posted (timestamp)
  • A link to that object in the system
  • The ability to add a comment to any Newsfeed item by clicking the comment icon in the lower right hand of each post

 

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Meetings

MeetingSense Meetings

MeetingSense Meetings are digital ‘records’ of all of the information captured and published for a scheduled and/or captured Meeting on your MeetingSense Dashboard.

These Meeting records provide anytime access to all of the information captured in MeetingSense. These records can include all of the following elements (if they were captured)

  • Participants and organizer(s)
  • Details (meeting subject, location, day/time, goal, project and team inclusion)
  • Conferencing details – including links to web conferences
  • Meeting description
  • Agenda
  • Notes – Access to multiple notes if participants also published public notes
  • Decisions
  • Action Items
  • Files
  • Each meeting also has a meeting-specific Newsfeed to see exactly what has happened to this meeting over time.

Meeting records can be accessed on your Dashboard’s home page or project meetings lists, or can be found on the Meetings page. You can utilize Meeting sort, filter, and search capabilities to easily find the Meeting(s) you are looking for at that time.

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How to Schedule a Meeting

There are multiple ways to schedule Meetings. These are some areas that allow you to create a Meeting

  • News Feed’s “Meetings” window
  • Meetings tab at the top of the MeetingSense website
  • Outlook toolbar

When you do find a way to create a Meeting, you will be shown a Meetings window with 5 tabs of information input.

  • “Details”: The only information that you will HAVE to enter is subject, time, and participants. Other fields of input include location and description
  • “Agenda”: Here you can set the goal of the meeting. It also lets you create templates for cases of reoccurring meetings.
  • “Project”: This is where you can tie your Meeting to a Project that you have access to.
  • “Conferencing”: Here you can choose a method of communication or create a new one.
  • “Files”: Upload any files that you might need during the meeting.

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Meeting Organizers

Those who schedule Meetings are automatically made Meeting Organizers. Meeting Organizers have the ability to edit the Meeting. That includes changing the time, the Participants, location, etc.

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Meeting Participants

Meeting Participants will be given all Meeting information but will not be able to edit any Meeting information. Every Meeting Participant will have the ability to take and publish thier own Meeting Notes.

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How to Take Meeting Notes

WebCapture

WebCapture is the single most powerful intuitive interface for capturing every piece of information exchanged in your meetings as the happen. Unlike technologies that let you share screens like web conferencing, WebCapture empowers you to manage your meeting participants, agendas, decisions, meeting files, and to easily take notes and assign action items on the fly… all in one easy to us application.

Accessing WebCapture is seamless. Whether you are preparing for a meeting, or taking notes when a meeting starts, you access WebCapture by selecting which meeting you would like to interact with. In the upper right-hand corner of the meeting details, you will see an option that reads “Take Notes.”

Opening the meeting will allow you to prepare and collaborate for the meeting before it starts. You can do things like assign action items, populate the notes, upload files and more. When you have finished, simply hit “Save” in the upper right hand corner of WebCapture and it will save all information you have just added to the meeting. When it comes time for the meeting to start, select “Edit Notes” on the meeting details page, and WebCapture will open with all of the information you have previously added. From there you can build on the meeting information you have already prepared.

If you have not opened the meeting and would like to start taking notes for the meeting, select “start meeting” instead of “open meeting” and WebCapture will open for you to populate. You will see a timer start in the upper panel of the application to document the meeting time. You can pause and save the meeting without having to close WebCapture.

When the meeting is finished, select “End Meeting” in the upper right-hand corner of WebCapture and you will be prompted to either send out the meeting summary, or to save and close the meeting.

Meeting Summary

After your meetings end, publish your captured meeting information and send a highly stylized email summary in just a few clicks! Ensure that everyone who needs your meeting minutes summaries gets them in a highly consumable format just seconds after the meeting is finished. To do this simply hit end meeting and then select the option to simply publish meeting information via email.

 The participants of the meeting will instantly receive a post summary email of all the meeting information you have just recorded. This includes action items, decisions, files, meeting notes, and participants, as well as what team/project the meeting was a part of, time and date of the meeting, the goal and description.

It not only gets sent out to all participants, but also saves to the dashboard for all participants to interact with. There, they can do things like upload a file, complete an action item, comment on the meeting and more. Keeping you and your team engaged and collaborating for all of the meeting life cycle.

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Action Items

MeetingSense Action Items

MeetingSense Pro Action Items allow Publishers to assign tasks to others while they are capturing meeting information (using WebCapture) or while on the dashboard from any Home Page pod or the Action Items page. When you assign an Action Item to someone, they will receive an Action Item email and the Action Item will also show up in your online Dashboard, as well as theirs.

Action Items can be as simple (just a subject and person being assigned the Action Item), or as complex as you’d like. Publishers can add all of the following aspects to any Action Item:

 

 

 

  • Subject
  • Due Date
  • Assignee/Assigner
  •  Status
    • Not started
    • In progress
    • Pending information
    • Deferred
    • Completed
  • Priority
  • Team
  • Project
  • Files
  • Description
  • Privacy (Private or Public)
  • Comment

You can also assign Action Items to yourself, or leave the assignee option blank to create simple tasks for yourself.

You can also assign Action Items to those outside your company, to anyone… even those who don’t have a MeetingSense Pro account. These ‘guest users’ will can register their free account, and can then interact with the Action Items you assign them, including attaching files, adding comments, and changing the status, i.e., completing the Action Item.

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Assigning Action Items

Creating MeetingSense Action Items is easy, and can be done from a number of different places.

Action Items can be created from the following areas in MeetingSense:

  • WebCapture – During Meetings
  • Home Page – From the Action Items pod
  • Any Project Home Page – From the Action Items pod
  • The Action Items Page
  • The Meetings Page – From the Action Items tab in any scheduled or conducted Meeting

Action Item characteristics:

  • Subject
  • Due Date
  • Assigned to
  • Status
    • Not Started
    • In Progress
    • Pending Info
    • Deferred
    • Completed
  • Priority
    • Low
    • Medium
    • High
  • Team Association
  • Project Association
  • File Attachment
  • Description
  • Comment
  • Privacy Setting

To assign an Action Item:

  1. Access one of the areas above and click the plus or Add Action Item button
  2. The Action Item Panel will open
  3. The only mandatory field to save an action item is the “Subject” field – All other fields are set to defaults and are optional
  4. Fill in as many of the remaining fields as you need
  5. Click “Save and New” to save the existing Action Item and open a new blank one, or “Save and Close” to save and close the Action Item

You can assign Action Items to anyone, whether they are in or out of your Organization. Assigning Action Items to those who don’t have (or know what) a MeetingSense account will allow them to become a Guest of your organization.

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Action Item Assigners

Action Item assigners are those who create the Action Items. They can edit any part of an Action Items including, priority, assignees, dates, privacy, and descriptions.

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Action Item Assignees

Action Item assignees will be show all fields of the Action Item but will not be able to edit any of the fields. Comments and files can be shared.

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Files

MeetingSense Files

Files are any type of business document (.pdf, .doc, .xls, etc…) that you want to add to your meetings or any object in your MeetingSense Pro dashboard. Files can be added to the following areas/objects:

  • Your Organization – Everyone with access to your organization’s top level will be able to see these files
    • You can add these files from the Home page SharePod (above the newsfeed) or from the Files pod
  • A Team – Do this from a specific Team Home Page
  • A Project – Add files at the top level of any Project Home Page
  • A Meeting – During a meeting while in WebCapture as you’re capturing notes, or before or after a meeting from the Meeting details area on the Meetings Page
  • An Action Items – Any time you assign an Action Item you can attached any number of files to that item.

Files can be accessed via any object to which the File has been attached, or from any one of the Home Page Files pods. Clicking a File anywhere on the dashboard allows you to download or delete that File.

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Comments

MeetingSense Comments

Comments are personal input that you can attach to many different items in MeetingSense. Comments are allowed on things like the Homepage, Action Items, Meetings and more and will post directly to that item’s Newsfeed.

Comments can be anything from a question to an announcement to an extended conversation.

 

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Sub-Comments

Sub-Comments are direct replies to comments and changes within the MeetingSense Dashboard. When a user comments or edits and item such as a Meeting, Action Item, Project and more that change or comment will appear in that item’s Newsfeed.

To reply to the edit or comment, simply select the “View/Add Comment” button that appears on the comment or change and a text box will appear for you to reply with.

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Outlook

Get MeetingSense for Your Outlook Calendar!

Download your Toolbars Here: http://www.meetingsense.com/ol

  1. Download the “meetingsense_outlook.exe” to your desktop (or somewhere easy to find)
  2. Exit out of Microsoft Outlook (completely close it)
  3. Double-click the meetingsense_outlook.exe file
  4. Step through the Install Shield Wizard
    • Accept terms
    • Click finish
  5. Open Outlook back up
  6. Log into MeetingSense via the Log in button on your inbox toolbar using your MeetingSense username and password

Congratulations! You now have MeetingSense in Outlook!
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Billing Model

Billing Model Overview

Your MeetingSense Pro Account or “Organization” as it’s called in the system, will be billed for the maximum number of active (have used the product at least once) Publishers in your Organization account for that given month.  As a refresher, Publishers in MeetingSense Pro are the users that create new content in the system including: schedule and publish meeting records, create/assign new action items, and create new projects.

At the time your Organization Admin upgrades your trial account, they have the abiluty to add/remove Publishers.  That final number of Publishers chosen by the Admin will be used as the number of initially billed Publishers for your initial month’s payment.

For monthly payments thereafter, your Organization will be automatically billed for the maximum number of active Publishers (high-water mark billing) during that month.  This makes adding and deleting Publishers to your account easy… in fact, all you have to do it add or remove Publishers during a month and we’ll take care of the rest automagically!

For annual or special accounts, Organizations will purchase a set number of licenses up front, and Admins will have to manually add/purchase additional licenses via the admin page before new Publishers become active for your account.

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