Create and edit meeting types

Meeting types define the different types of meetings that an agency might conduct, such as tax hearings and plan reviews.

Meeting types regulate meetings by applying a specific group of settings to all meetings of a specific meeting type. When you schedule a meeting, you specify the meeting type.

Notes: 

  • You must have at least one meeting types created and configured before you can schedule any meetings.

  • Before you can complete the meeting type configuration, you need to create the meeting type first. See Create meeting types for more information.

When you set up meeting types, you designate the type and the status group. You must create the meeting type first, then complete the tabs for the meeting type to complete the meeting type definition.

To create a meeting type

  1. From the Administration menu, select Calendars > Calendar.

  2. Select the Meeting type maintenance navigation tree.

  3. Choose one of these options:

    • Select New in the Meeting type maintenance list section.

      or

    • Right-click any Meeting type maintenance navigation tree node, and then select New meeting type.

  4. Complete the meeting type field details.

    Label Description
    Description Enter a description of the meeting type.
    Meeting type (Required) Enter the name of the meeting type, such as "Staff Meeting" or "Facility Reservation."
    Status

    Change the status to either Active or Inactive.

    Note: If a meeting type is active, it displays in the Type list on the Calendar meeting scheduling page.
    Meeting type status group

    Change this status group for the meeting type.

    Note: The values for this list depend on the settings in theMEETING_TYPE_STATUS_{Group Name} standard choice, such as APPROVED, PENDING, or DENIED.
    Template

    Change the template.

    Note: The selected template determines additional fields that display in the details tab for meetings of the specified type.
    Fee schedule Select the fee schedule associated with this meeting type.

  5. Select Submit.

    Note: After the initial meeting type is created, you have access to configure the available tabs. For more information, see:

You can search for an existing meeting type to modify meeting type settings.

To search for a meeting type

  1. From the Administration menu, select Calendars > Calendar.

  2. Select the Meeting type maintenance navigation tree.

  3. Select Search.

  4. Complete the fields according to the criteria for which you are searching.

  5. Select Submit.

You can modify existing meeting types to change the field values.

To modify a meeting type

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type .

  3. Select the meeting type.

  4. Modify the meeting type fields as necessary.

    Note: You cannot edit the Meeting type name.
    Label Description
    Description Modify the description of the meeting type.
    Fee schedule Change the fee schedule associated with this meeting type.
    Status

    Change the status to either Active or Inactive.

    Note: If a meeting type is active, it displays in the Type list on the Calendar meeting scheduling page.
    Meeting type status group

    Change this status group for the meeting type.

    Note: The values for this list depend on the settings in theMEETING_TYPE_STATUS_{Group Name} standard choice, such as APPROVED, PENDING, or DENIED.
    Template

    Change the template.

    Note: The selected template determines additional fields that display in the details tab for meetings of the specified type.

  5. Select Submit.

Your ability to view meeting details depends on your group membership, your group’s permission with the meeting type, for which a particular meeting is an instance, and the calendar used to schedule the meeting type

The following table summarizes your permissions based on the interaction of calendar and meeting type permissions.

Meeting calendar permission Meeting type permission User access
None   Cannot open meeting.
Read Full Open meeting in Read only mode. User can upload and download documents, but not delete documents.
Read Open meeting in Read only mode. User can upload, download, and view documents, but not delete documents.
None Cannot open meeting.
Full Full Open meeting and perform all operations.
Read Open meeting in Read only mode. User can upload, download, and view documents, but not delete documents.
None Cannot open meeting.

To set or modify meeting type permissions

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. Select the meeting type.

  4. Select the Permissions tab.

  5. Select Assign for a new permission.

    1. Find the group(s) to add.

      Note: You can also search for the group(s) by selecting Search, entering search criteria, and selecting OK.

    2. Select the check box(es) next to the group(s) to assign permissions.

    3. Select Submit.

      Note: By default, Civic Platform sets the permission to Full for the newly assigned group. You can modify this permission depending on your business requirements.

  6. Modify an existing permission.

    1. In the Access column, select a new access permission in the same row as the group for which to assign the access.

    2. Select Submit.

  7. Delete a group permission.

    1. Select the check box(es) next to the group(s) for which you want to remove all permission.

    2. Select Delete.

You can associate or disassociate one or more record types with a meeting type. When you schedule a meeting of a particular meeting type, you select instances of the associated record types to be the agenda items for your meeting.

Note: If you do not associate a record type with the meeting type, meeting organizers can add any record type to the meeting.

Example: you create a meeting type named "Review" and associate building records with that meeting type. When you schedule a meeting and designate it as a Review meeting type, you can link building records to the meeting as agenda items.

To set or remove record type associations

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. Select the meeting type.

  4. Select the Record Types record tab.

  5. Select Assign to add a new record type association.

    1. Find the record type(s) to add.

      Note: You can also search for the record type(s) by selecting Search, entering search criteria, and selecting OK.

    2. Select the check box(es) next to the record types you want to associate with the meeting type.

    3. Select Submit.

  6. Delete a new record type association.

    1. Select the check box(es) next to the record type(s) you want to remove from the meeting type.

    2. Select Delete.

If you associate a workflow task with a meeting type, you can write an EMSE script that automatically launches a meeting request upon completion of the associated workflow task. See the Scripts for more information.

To set or remove a workflow task association

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. Select the meeting type.

  4. Select the Workflow record tab.

  5. Select Assign to add a workflow task association.

    1. Find the workflow task(s) to add.

      Note: You can also search for the workflow task(s) by selecting Search, entering search criteria, and selecting OK.

    2. Select the check box(es) next to the workflow items you want to associate with the meeting type.

    3. Select Submit.

  6. Delete a workflow item association.

    1. Select the check box(es) next to the workflow items you want to remove from the meeting type.

    2. Select Delete.

When you associate attendee types with a meeting type, you specify the contact type(s), licensed professional type(s), and user disciplines that should attend a meeting.

To set or remove an attendee type association

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. Select the meeting type.

  4. Select the Attendee Types tab.

  5. Select Assign to add an attendee type association.

    1. Find the attendee type(s) to add.

      Note: You can also search for the attendee type(s) by selecting Search, entering search criteria, and selecting OK.

    2. Select the check box(es) next to the attendee type(s) you want to associate with the meeting type.

    3. Select Submit.

  6. Delete an attendee type association.

    1. Select the check box(es) next to the attendee type(s) you want to remove from the meeting type.

    2. Select Delete.

When scheduling meetings, you can filter potential meeting attendees by their district associations.

To set or remove an district association

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. Select the meeting type.

  4. Select the Districts tab.

  5. Select Assign to add a district association.

    1. Find the district(s) to add.

    2. Select the check box(es) next to the district(s) you want to associate with the meeting type.

    3. Select Submit.

  6. Delete a district association.

    1. Select the check box(es) next to the district(s) you want to remove from the meeting type.

    2. Select Delete.

You can set or remove voting values associated with a meeting type. By default, Civic Platform uses two vote result options; Accept and Reject.

To set or remove a voting value association

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. Select the meeting type.

  4. Select the Vote tab.

  5. Select Add to add a voting option.

    1. Enter an option in the Vote result option field.

    2. Select Submit.

  6. Delete a vote result option.

    1. Select the check box(es) next to the vote result option(s) you want to remove.

    2. Select Submit.

Civic Platform supports the ability to send email notifications to contacts on a case or license. You can also send notifications to internal staff not specifically related to a case, for example, the hearing officer.

To set notification template associations

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to modify.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. Select the meeting type.

  4. Select the Notification tab.

  5. Select a notification template from the Notification template list menu that you want to associate with each combination of action and user.

    Note: You can select the View detail link to view the notification template. See Communication managerfor information on modifying notification templates.

  6. Select Save.

You can delete meeting types as necessary. This is useful if your agency sets up a temporary meeting type and you want to delete it after the scheduled meeting occurs.

Note: When you delete a meeting type, Civic Platform sets the meeting type to inactive. Civic Platform does not remove the meeting type from the database.

To delete a meeting type

  1. From the Administration menu, select Calendars > Calendar.

  2. Find the meeting type you want to delete.

    • Navigate to the meeting type from the navigation tree in the calendar administration portlet.

      or

    • Use search to find the meeting type.

  3. In the top half of the calendar details page, select the check box(es) next to the meeting type(s) you want to delete.

  4. Select Delete.

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