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
  • Use the "Mark All As" dropdown to quickly set the same attendance status for all members at once
  • Toggle visitor fee status (Mark Paid / Mark Unpaid)
  • View attendance statistics

Bulk Attendance Marking

The "Mark All As" feature allows you to quickly mark attendance for all eligible members:

  1. Navigate to the meeting attendance page
  2. Select an attendance status from the "Mark All As" dropdown at the top of the member list
  3. All attendance dropdowns will be automatically set to the selected status
  4. Review and adjust individual members if needed
  5. Click "Submit Attendance" to save all changes

Tip: This is particularly useful for large meetings where you need to mark 200+ members quickly.

Attendance Notifications

When the "Notify Members" button is clicked on the attendance page, email notifications are sent only to eligible members who meet the following criteria:

  • Members from the portal/city/teams associated with the meeting
  • Members with active status
  • Members with valid (non-expired) memberships

This ensures that only relevant and active members receive attendance reminders.

Managing Visitors

Visitors can be added to meetings and tracked separately from members. Both Superuser and Franchise can add visitors directly from the meeting detail page.

  1. Navigate to the meeting details page
  2. Click the "Add Visitor" button in the Guests section
  3. Fill in the visitor details: Name, Email (optional), Mobile, Trade Category (optional), Fee Status, Invited By (live search), 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 Summary Emails

After a meeting is automatically marked as "Done" (after 6 PM via scheduled command), meeting summaries are sent to team leaders.

Meeting summaries are sent only to:

  • Team leaders from teams that are specifically participating in the meeting
  • Leaders with active leadership roles at the time of sending

This targeted approach ensures that only relevant team leaders receive meeting summaries for their teams.

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.

Deleting a Meeting

Superusers can delete upcoming meetings that have not yet taken place. Franchise users cannot delete meetings.

The delete button (trash icon) appears in the top action bar only when the meeting's scheduled date is in the future.

Deletion Rules

  • Past meetings cannot be deleted — the delete button is hidden for meetings whose scheduled date has passed
  • Meetings with approved payments cannot be deleted — if any member or visitor has an approved payment record linked to the meeting, deletion is blocked with a clear error message showing the count of approved payments
  • To delete a meeting with approved payments, first cancel or reject those payment records from the Payments section, then retry

What gets deleted

When a meeting is deleted, the following associated records are also permanently removed:

  • All pending payment records for the meeting
  • All guest (visitor) records
  • All attendance records
  • All presenter assignments

Warning: Meeting deletion is permanent and cannot be undone.

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