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Meeting Roles

With Beenote, in addition to having system roles, you can determine separate roles for meetings when writing the agenda. This way, you get confidentiality that is adaptable to your needs.

Determine the roles for the meeting

When you create your agenda, i.e. in the editing mode of your meeting, you can determine the roles of everyone in advance.

In the agenda, whether it is in draft or published, you will find the section Meeting Roles.

Here’s how to determine roles:

 

For Beenote Users

Click on one of the role boxes Leader, Partners, or Participants.

Note: The Leader is automatically the person who edits the agenda, but you can change it. There can only be one leader user.

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Type the first few letters of the Beenote user’s name or email. Select the user of your choice.

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Make sure that the selected users are part of your chosen folder (team) to do this meeting.

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If you select Beenote users who are part of another team in your organization, they will still be able to participate, but will automatically be placed in a participant role.

Learn more: Create a team

For temporary external guests

Also in the meeting roles section, you have the option to invite people who are not Beenote users.

Click in the Temporary guests box.

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Enter the guest’s full email address. Press the “Enter” key on your keyboard.

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Understand the different roles in a meeting

For an efficient meeting, everyone needs to understand why they are attending the meeting and what their specific role will be. In order to assign the right people to the right roles, here is a description of each person and their rights during the meeting.

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The Leader Role

The first meeting role is the leader. He is the moderator and responsible for the proper execution of the meeting. Notably, the leader manages the succession of subjects, ensures the discussions remain on the current topic, and validate that the time assigned is respected.

Usually the leader schedules the meeting, starts it, and then produces the minutes. He may also take notes, but this is more of a task for partners so that he can focus on the smooth running of the meeting.

Note: with the Beeboard version, the leader can activate the secretary mode to filter who can see the note-taking during the meeting.

The Partner Role

Similarly, partners can access the same features as the leader but their role in the meeting is different. Partners assist the leader in the meeting execution. They should take notes so that the leader can focus on the holding of the meeting.

Leader and partners are a team to get an effective meeting.

Note: with the Beeboard version and the secretary mode activated, the secretarial partners can filter the content of the meeting when taking notes.

The Participant Role

Participants attend the meeting with less responsibility and rights than partners and the leader. They can take personal notes and can review the minutes afterward.

The Guest

Guests also attend the meeting. These are people who are not registered in Beenote but who will have access to the meeting temporarily during the meeting with restricted accessibility and no rights.

In addition, the guest does not receive any minutes, unlike the participants.

Table of rights for each role in meetings

Here is the accessibility list of functions for each of the meeting roles that you will find in Beenote:

   Next steps

Create an agenda: To complete the planning of your meeting

Agenda status: An agenda in draft or published mode

Starting and holding a meeting: How to start your meeting with Beenote

Secretary mode
For confidential note-taking during your board or committee meeting, depending on the authorized participants. Your agenda content becomes private in real time.