Meetings

Managing meetings and events in the Business Network application.

Meetings Overview

Meetings are essential for networking and collaboration within your business network. This section explains how to schedule, manage, and track meetings.

Meeting Management

Creating a New Meeting

  1. Navigate to the Meetings section from the sidebar
  2. Click the "Create Meeting" button
  3. Fill in the meeting details:
    • Title
    • Description
    • Date and Time
    • Meeting Type (Online or Offline)
    • Meeting Link (for online meetings)
    • Venue Name and Location (for offline meetings)
    • Select City
    • Select Team
    • Set Meeting Fee
  4. Click "Create" to schedule the meeting

Viewing Meeting Details

To view a meeting's details, click on its title in the meetings list. The meeting page shows:

  • Meeting information (title, date, type, venue/link, fee, status)
  • Eligible members with attendance status, fee status, and quota badges
  • Past members (see below)
  • Visitors with fee and attendance status

Past Members

Members frequently switch teams, become inactive, or let their membership expire. When this happens, they no longer appear in the "Eligible Members" list (which shows only current active members in the meeting's teams).

However, if attendance was already marked for these members, their records are preserved. The meeting detail page shows a separate "Past Members" section (with an orange border) that displays:

  • Members who have attendance records for this meeting but are no longer eligible
  • Each member shows a Moved badge
  • Their current team (which may differ from the meeting's team)
  • Their current status (active/inactive)
  • Their attendance status and fee status from this meeting

This section only appears when there are past members with attendance records. It is view-only — attendance can only be marked for current eligible members.

Note: The same Past Members logic applies to both Superuser and Franchise meeting detail pages. For Team Leader Meetings, a similar "Past Leaders" section shows leaders who attended but are no longer in a current leadership role.

Managing Attendance

Tracking Member Attendance

The meeting details page shows all eligible members for the meeting. You can:

  • Mark members as present/absent using configurable attendance types
  • Toggle visitor fee status (Mark Paid / Mark Unpaid)
  • View attendance statistics

Managing Visitors

Visitors can be added to meetings and tracked separately from members:

  1. Navigate to the meeting details page
  2. Click the "Add Visitor" button
  3. Fill in the visitor details: Name, Email, Mobile, Invited By, Notes
  4. Click "Add Visitor" to register the visitor

Visitor Fee Status

On the meeting detail page, each visitor shows a fee status badge. Superuser/Franchise can toggle the status between Paid and Unpaid using the "Mark Paid" / "Mark Unpaid" action in the visitors table.

Visitors can also upload payment receipts via the self-registration flow or through the mobile app. These receipts appear in the Payments section for superuser verification.

Send Thank You Message

After a meeting is completed and attendance is marked, you can send a thank you email to all present members and visitors.

  1. Navigate to the meeting details page
  2. Click the green "Send Thank You Message" button
  3. Confirm the action

The system sends personalized thank you emails to:

  • All members marked as present (using attendance types with "counts as present")
  • All visitors marked as present (who have an email address)

Rate Limit: This message can only be sent once per hour per meeting to prevent duplicate emails. If sent recently, you'll see how many minutes ago it was last sent.

Meeting Status Management

Meetings can have one of three statuses:

  • Scheduled: The meeting is planned but hasn't occurred yet
  • Done: The meeting has been completed
  • Cancelled: The meeting was cancelled

To change a meeting's status:

  1. Navigate to the meeting details page
  2. Click the "Update Status" button
  3. Select the new status
  4. Click "Update" to save the changes

Team Leader Meetings

Team Leader Meetings are separate from regular meetings and are specifically for members who hold leadership roles.

  • Created by Superuser or Franchise with title, description, date, type, venue/link
  • Meeting detail page shows all current leaders with their role and attendance status
  • A "Past Leaders" section (orange border) shows leaders who attended but are no longer in a current leadership role, with a No longer leader badge
  • Broadcast sends email + push notification to all current leaders
  • Attendance marking with present/absent status

Meeting Presenters

Each meeting can have one or more presenters assigned. Presenters are members who will present or speak during the meeting.

Assigning Presenters

  1. Navigate to the meeting details page
  2. Scroll to the "Meeting Presenters" section
  3. Type a member name in the search field — results appear as you type
  4. Select the member, optionally add remarks (e.g., topic name)
  5. Click "Add Presenter"

The presenter list shows:

  • Member name and team
  • Remarks (topic or notes)
  • Last presentation date — the most recent meeting where this member was a presenter (or "First time" if new)
  • Remove action to unassign the presenter

Note: Meeting Presenters are available on both Superuser and Franchise meeting detail pages.

Related Features