Plan a new meeting  

As the meeting organizer, you are responsible for preparing the necessary elements for the smooth running of the meeting.

To schedule a new meeting in Oodrive Meet, you will have to:

• Create the meeting (name of the meeting, date, time, location, description...)

• Generate a video conferencing link if the meeting is remote

• Define the agenda

• Plan possible voting sessions

• Select participants

• Upload meeting documents

Create a meeting

There are two ways you can create a new meeting: by using the Create meeting button or by duplicating an existing meeting. Once created, you can also choose to make your meeting recurring.

Create a new meeting

1. In the navigation panel, click Create, then Create meeting to access the new meeting menu.

2. Fill in the main fields: name, date, start and end time, and location of the meeting.

3. Click Advanced create mode to add a description or a Teams link.

4. Click Create meeting to save your planned meeting.

   The meeting status is set to "in preparation" and will remain invisible to participants until you publish it

You can make changes to the meeting details at any time. To do so, go to the Meetings section and click on the meeting you want to modify.

Create a meeting based on an existing meeting

Duplicating a meeting allows you to retrieve information from a meeting to create a new one on the same template. Meeting duplication is especially useful for managing the recurrence of the meetings you organize.

1. In the Meetings section, select the meeting you want to duplicate.

2. In the meeting's detailed view, click on the Manage button in the upper-right corner of the window and select Duplicate.

   

   Please note

   You also can do this action from the Meetings section by clicking on the three dots to the right of the meeting then selecting Duplicate.

3. The first time you duplicate a meeting, a message is displayed on the screen telling you which items will not be kept during the duplication.

   If you no longer want to see this message, check I understand, don't show this message again and then click Duplicate.

4. The duplicated meeting is displayed on the screen. Make the necessary changes to prepare your new meeting.

5. Once you have finished, click Create duplicated meeting.

Create a recurring meeting

You can make a meeting you've organized into a recurring one. To do so, you must start by preparing the first meeting of the series before setting up a recurrence.

Depending on your preferences, your meeting can be held weekly or monthly. When you enable the recurrence, your meeting is automatically duplicated into 5 copies In preparation, one week or one month apart from each other.

These subsequent instances of your meeting will only keep the general information (title, location and description), participants, and agenda of the original meeting. The following items are not kept:

• Related documents and agenda files

• The Microsoft Teams video conferencing link

• Votes

Please note that each instance is considered to be a meeting of its own, independent from the other instances in the recurrence. This means that you can modify or delete any one of the instances without affecting the others.

1. In the Meetings section, select the meeting that needs to be repeated periodically.

2. In the meeting's detailed view, click on the Does not repeat drop-down menu and select the frequency of the recurrence:

   • Every week

   • Every month

   The displayed options are adapted to the day selected for your original meeting.

   

   Important

   Once your recurrence is created, you will not be able to modify or delete it.

3. When you have finished, click Save.

   The meeting is duplicated into 5 copies. In the detailed view of each copy, you will find the label Weekly recurrence or Monthly recurrence depending on the frequency you have chosen.

   

   When your agenda is set to List view, the icon allows you to identify an instance of a recurring meeting.

Add a Microsoft Teams link

If your administrator enables this feature, you can add a Microsoft Teams video conferencing link to your meeting so that your invited parties can participate remotely.

To add a Microsoft Teams video conferencing link to a meeting:

This section details the steps to follow as a meeting organizer to generate a Teams video-conferencing link.

1. In the new meeting creation menu, or in the Informations tab of an existing meeting, enable the Teams meeting toggle switch.

   

2. Log in to your Microsoft account.

3. If this is your first time using the Teams feature, you must allow Oodrive Meet to access your Microsoft account.

   To do so, view the requested permissions, then click Accept.

.

The meeting link is generated.

4. Finish creating or modifying your meeting, then save it.

   You can disable your video conferencing link at any moment by disabling the Teams meeting option.

Define the agenda

You can associate a duration, a description, a file or a vote to each agenda item to make it easier to keep track of your meeting.

1. In the Meetings section, select the meeting for which you want to define the agenda.

2. From the meeting's detailed view, click the Agenda tab.

3. Click Create item, then fill in the item's title and, if you want to, its duration.

4. To add to an item, click on the three dots to the right of its name and select an element to add: Description, Files or Vote.

5. Add as many items as necessary by clicking Create item again.

   You can also add sub-items by clicking Create sub-item under the parent item of your choice.

   

   If you want to remove an item or sub-item from the agenda, click the three dots to its right and select Delete.

6. Once created, you can reorganize your items into the order of your choice. To do this, click on the six dots to the left of an item to move via drag-and-drop.

   

7. When you have finished, click Save to save the agenda.

Return to the Agenda tab at any time to make changes to the agenda.

Create a vote

You can create a vote to get feedback from meeting participants on an agenda item or to gather any other information. It is also possible to associate a vote with each item on the agenda.

If you are also a participant in the meeting you are organizing, you will also have the opportunity to vote.

1. In the Meetings section, select the meeting for which you want to organize a vote.

2. In the Votes section, click Add vote.

   Tip

   To attach a vote to a specific item in the Agenda tab, click on the three dots to the right of the item and select Vote.

3. Enter the question that will be voted on by the meeting participants.

4. Select a voting method: Anonymous or Show of hands.

5. In the Choices / options section, select Single choice or Multiple choice, depending on whether you want to allow participants to select several responses.

6. Specify the possible answers. You can add as many responses as necessary by clicking Add choice.

7. When you have finished, click Save.

As long as you do not open the voting session, you can return at any time to the meeting details to delete a vote or make changes.

Open the voting session once the meeting is published

Add participants

From the quick or advanced meeting creation form, you can add contacts, users and groups as participants using your workspace address book.

1. In the Meetings section, select the meeting for which you want to define the participants.

2. In the meeting's detailed view, click the Invited party tab.

3. If you plan to attend the meeting you are organizing, click yes in the banner along the top of the window.

4. In the Invite participants section, enter the name of a participant or a group to add them to the meeting.

   

   Tip

   Click to select participants directly from your address book.

5. If you need to remove a participant, click on the three dots to the right of the participant's name, and select Delete.

Return to the Invited parties tab at any moment to modify the list of participants or view their attendance status.

You also have the possibility to define the attendance status of guests by clicking Manage participations.

Add meeting documents

You can make meeting documents available to your invited parties. Documents can be added as related documents or attached to a specific agenda item.

With the granular management of permissions provided by Oodrive Meet, you can define exactly which documents each invited party has access to and the scope of their actions on each document.

Step 1: Attach documents to a meeting

1. In the Meetings section, select the meeting to which you want to attach files.

2. In the Related documents section near the bottom of the page, click Add files.

   Tip

   To attach documents to a specific item in the Agenda tab, click on the three dots to the right of the subject and select Files.

3. Click Upload in the upper-right corner of the window.

   

   Tip

   If Oodrive Work is available on your workspace, you can also browse your workspace files and select the documents you want to attach to the meeting.

4. Browse the file explorer on your computer and select one or more files by holding down the Ctrl key.

5. Click Open.

   The files are uploaded to your workspace and will be available next time you want to attach documents to a meeting.

6. Click Add to meeting.

   If you want to remove a document from the related documents or the agenda, click the X icon to its right.

Step 2 : Define participant permissions

1. In the meeting's detailed view, click the Invited party tab.

2. In the Invite participants section, click Manage permissions.

   You will now be able to define the access level of each participant for all meeting documents.

   Tip

   To define the permissions associated with a specific document in the Details or Agenda tab, click on the three dots to the right of that document and select Manage permissions.

3. By default, all participants are selected. Adjust the selection as needed in order to set permissions for a specific group or a single participant

4. Select the access level you want to grant the participant(s) for each document.

   

5. When you have finished, click Finish, then Save.