Trip Meetings allow for trip leaders and admins the ability to inform team members / leaders of meetings that are happening in preparation for the mission trip. These meetings are for a specific date/time, and can be at an address, a landmark or even a virtual conference. Trip Meetings can also be tied to task requirements to make sure when attendance is taken for the meeting, the individual requirement is marked as fulfilled.
There are multiple ways to create a new meeting for a mission trip if access is granted for you to do so. When the mission trip is first created and there are no meetings yet, there will be a notification of that when the Meetings sub menu is clicked. Clicking on "Create a Meeting" will start the process of creating your first meeting for this mission trip.
Creating a meeting will allow you to specify the details of the meeting and even assign tasks to be fulfilled when the participant attends the meeting.
Meeting Name: The name for the meeting. This will show to team members / leaders on the mission meeting screen
Date: This is the date and time that the meeting will take place (an optional end time can be specified as well)
Location Type: A meeting can happen in one of four location types: (Address, Building / Room, Conference Call, Virtual / Video)
Location Text: The heading of this will change as the location type is selected. Specify the details on the location whether it be an address, a room number, a phone number or even a url to join a virtual conference
Who is this meeting for: Select who should be at the meeting whether it be just leaders for a leader meeting, team members or both.
Send a reminder: A reminder email will be sent to anyone who is part of the "Who is this meeting for" based on the selection. You can opt to send a reminder 24 hours in advance, 3 days in advance, 7 days in advance or no reminder at all.
Description: A detailed explanation of the meeting. It is possible to format the description with Bold, or bulleted list, etc.
Requirements: If the mission trip has at least one task requirement, you can select a task requirement to be fulfilled when attendance for the meeting is taken. This is optional.
It is possible that a single task requirement can be associated with multple meetings. This will allow for a meeting to occur multiple times in case everyone cannot make the first scheduled meeting. An example of this would be a kickoff meeting. You might create 2 meetings for the kickoff of a mission trip and have a task requirement called "Attend Kickoff Meeting". Both meetings can select that task requirement so when attendance is taken, the team members / leaders get that task fulfilled without regard to which of the two meetings they attended.
Once a mission meeting is created, it is possible to either post attendance for this meeting or edit the contents of the meeting (which includes deleting the meeting). Managing the meeting starts with clicking on the meeting itself from the mission trip meetings listing screen.
Clicking on a specific meeting will show the details for that meeting. If the user has appropriate access, an "Attendance" sub menu and an "Edit" button will be visible to further manage the different aspects of a meeting.
Editing a meeting has the same data as creating a meeting with one cavat. When editing a meeting, you can choose to delete the meeting.
Deleting a meeting is a permanant action and cannot be undone. Any requirements that were fulfilled from taking attendance for the meeting will NOT be reversed. If the task requirement should no longer be fulfilled, you will need to manually reverse that via the member checklist details. It is recommended that if the task requirement needs to be reversed, that you undo all attendance for the meeting before deleting.
Once a meeting has happened, it is recommended that attendance be taken for the meeting to determine who was at the meeting. Currently, this will mark the task requirement selected for that meeting as fulfilled. There are future ideas on what other affects taking attendance for a meeting will have.
Clicking on the attendance sub menu from the meeting details will show the participants / leaders for the mission trip respectfully based on what was selected during creating the meeting under "Who is this meeting for". Clicking one of the team members / leaders will save the attendance for that team member / leader and if there is a task requirement associated with the meeting, it will fulfill that task requirement for the team member / leader.
Clicking a team member / leader that has been marked as attended will reverse the action including marking the task requirement that is associated with the meeting (if one is associated) as incomplete.