Committee meetings and availability polls

Each committee has a Meetings tab where you can poll members for a time, schedule the meeting and keep its history. Committees are part of the Core plan.

Create a meeting poll#

1. Open the committee and go to the Meetings tab.
2. Choose New Meeting.
3. Enter a Meeting title and choose a Meeting type: In-person or Online.
4. Optional: a suggested Range start and Range end, and a Location or meeting link.
5. Under Proposed time options, enter at least one date and time. Choose Add another time for more options.
6. Under Start as, choose Polling (to collect answers now) or Draft.
7. Choose Create meeting poll.

Answer the poll#

Under each proposed time, every member has a box with Available, Not Available or Maybe. Choose an answer and select Save. Members answer for themselves; the committee lead and admins can record answers for anyone.

For each time, NizamOS shows how many members are available, maybe, unavailable or haven't replied. The time with the most people available is labelled Best availability. Waiting on lists members who still haven't answered every option.

Choose the final time#

1. Find the time you want and choose Select final time.
2. The meeting shows Final time with that date and time.
3. Use the status menu and Update to move the meeting through Draft, Polling, Scheduled, Completed or Cancelled.

You must select a final time before marking a meeting Scheduled or Completed.

After the meeting#

Once the meeting is scheduled or completed:

1. Under Attendance and notes, mark each member Present, Absent or Excused, add Meeting notes, and choose Save attendance and complete.
2. Under Create follow-up task, add a task with a title, assigned member, due date and priority. It appears on the Tasks tab marked Meeting follow-up.

Good to know#

• Answers from people who have since left the committee are kept but not counted.
• Members answer inside NizamOS. With the Meeting availability needed automation rule turned on, NizamOS can also notify members to answer. See Notifications and automation rules.
• Needs Attention can flag polls nobody answered and meetings with incomplete attendance. See Dashboard and Needs Attention.