Schedule New Meeting From Template

If you have created meeting templates for your organization, you can use them to schedule upcoming meetings. In this article we will cover:

• Navigate to New Meeting From Template
• Create a meeting from template
  • Section 1 - Meeting Details
  • Section 2 - Schedule
    • Schedule a Single Meeting
    • Schedule a Meeting Series
  • Section 3 - Group Leaders
  • Section 4 - Survey
  • Section 5 - Documents
  • Submit Meeting

Navigate to New Meeting from Template

To do so, first, go to heypeers.com and log into your account. You will be brought to your HeyPeers homepage that will read Choose Your Destination. On that page, you can access your organization by clicking Organizations tab at the top-right of the page, or by clicking on the Support Organization tile in the middle of your screen. 

You will then be brought to the Organization Led Support Groups page. Click the Manage Organizations button located at the top middle of the page. You will see a tile with your organization name and logo, and it will show a Profile button on the left corner of the tile and a Manage button on the right corner of the tile. Click on the Manage button.

You will be brought to a new page called Manage Organization. On the right side of the screen click on the plus sign icon. A dropdown menu will appear. Select New Meeting from Template from the dropdown menu.

You will be brought to the Meetings Template page. Select a meeting template from the dropdown list.

Create a Meeting from Template

The meeting template will display on the Create a meeting from template page. You will see a lot of the information is already filled in based on the template you selected. Review the information in each of the five sections, and update any new information as needed, like assigning the meeting host. See below for the sections to be completed.

Section 1 - Meeting Details

• Meeting Type - Select the main lived experience focus from the dropdown list. If it is not listed then select General or Other.
• Conversation name - Enter the meeting name.
• Support Topic - If this meeting template listed multiple topics with descriptions, select the applicable topic(s) for this meeting.
• Special Focus - List the lived experiences and/or conditions the topic will apply to.
• Max attendees - Type a number to set your maximum number of attendees, or use the arrow buttons on the right of the box. We recommend your meeting size be no more than 24.
• Group Meeting or 1 on 1 Coaching - choose if it will be a group meeting or 1 on 1 coaching.
  • If you choose the 1 on 1 coaching button, the max attendees will automatically change to 2.
• Price to join ($) - If you leave it empty the meeting will be FREE. If you would like to set a price please be sure to input the amount of dollar and cents to the total price. An example is 5.99.
• Location - choose HeyPeers or Zoom from the dropdown menu for the location where you will be holding your meeting.
• Checkbox Options:
  • Private - if you check this box, the meeting will be private and a box will appear for you to Set a Meeting Passcode. Private meetings are password protected and only HeyPeers users who have the password will be allowed to join the meeting.
    • Even though it it is private, the meeting will still be viewable for others to register, but they will not be able to join without having the password.
    • Please note: you must email the meeting passcode to your registered attendees before the meeting begins.
  • Exclusive - if you check this box, the meeting will not be displayed in the public meetings directory. They will only appear in the “My Meetings” page of the assigned Group Leader. From there the Group Leader can invite others to the meeting.
  • Allow donations - if you check this box, HeyPeers users are able to voluntarily contribute a donation in the amount they choose to show their appreciation to the organization during or after a meeting. 
  • Enable donation at registration - if you click this box when creating the meeting, it will bring members to a Donation page when they register. They can choose any amount to donate, or they can click the button to Skip and Register. 
  • Enable wait room - if you check this box, all attendees will enter into a waiting room before the start of the meeting. The host will then let the member in one at a time. This is an extra step for security and monitoring the members who are supposed to be in the meeting.
  • Enable waiting list - if you check this button, a waiting list will be created when the meeting has reached the max registration limit. For example, if you set the max attendees to 10 people, when the 11th person tries to register, instead of a Register button, they will see a button that says Join Waiting List. If someone who is registered cancels, the system will automatically off the available seat to the first person on the waiting list. 
• Meeting Description - Create a general meeting description.
• Comments - Add comments about this meeting if necessary.

 

Section 2 - Schedule

Follow the order of the steps below based on the type of meeting you are creating: single meeting or meeting series.

Schedule a Single Meeting

1. Select meeting duration - Click on the first dropdown to designate 0-3 for the meeting hour length, and then click on the second dropdown to designate 00, 15, 30, or 45 for the minutes of the meeting length.
   • For example, if the meeting is an hour and a half, you will select Hours-1, Minutes-30. 
   • For example, if the meeting is only 45 minutes long, you will select Hours-0, and then Minutes-45.
2. Start Time - click inside the date box under Start time to choose the date of the meeting. Click the clock button at the bottom of the pop up to choose the time of the meeting. Then click outside the pop up box when done. Move on to Section 3.

Schedule a Meeting Series

1. Select meeting duration - Click on the first dropdown to designate 0-3 for the meeting hour length, and then click on the second dropdown to designate 00, 15, 30, or 45 for the minutes of the meeting length.
   • For example, if the meeting is an hour and a half, you will select Hours-1, Minutes-30. 
   • For example, if the meeting is only 45 minutes long, you will select Hours-0, and then Minutes-45.
2. Recurrence - if you are creating a meeting series, check the Recurrence box before you select any date or time. When scheduling a meeting series, the limit is set at 13 meetings total, whether that is for a daily recurrence or weekly recurrence schedule.
   • • When you check this box, a pop-up message reads "Note: You can create a maximum of 13 meetings in a meeting series."
3. Recurrence Pattern - select whether this meeting repeats daily or will be held weekly. If it is daily, skip to step 5. 
4. Recur every - choose the amount of weeks the meeting recurs, and on what days. For example, if your meeting occurs every week on Mondays, you would check the box for Monday and type 1 in the box for the section that says "Recur every ___ week(s) on." If your meeting is held every other week, you would type 2 in that field. 
5. Range of Recurrence - click into the box under Start date to choose the date the meeting series will begin. Click into the box under End date to choose the date the meeting series will end. 
6. Start time of the meeting - Lastly, scroll back up to the start time of the meeting and click inside the box to choose the start time of the meetings. Please note: if you want some of your meetings to begin at a different time, then you need to create a separate meeting series. 

Section 3 - Group Leaders

The meeting template will not have any leaders selected for default. You must enter a Group Leader for the meeting.

• Group Leader - click into the box and begin to type the display username for the host of the meeting. Select the leader once the name appears. You will need to know the username of the host you assign to the meeting - you cannot search by their first and last name or their email. You can verify their name in the View Users option on the Manage Organization page.
• Backup Group Leader - if your organization schedules backup leaders or multiple leaders per meeting, here is where you designate a second host. Please note: the Group Leader is the primary leader that must begin the meeting first. The Group Leader can then allow the backup leader into the meeting first (if the wait room is enabled). 

Section 4 - Survey

• Post meeting survey - select one of the organizations pre-made surveys from the dropdown list. If you do not have any made, select DEFAULT or NONE. See Manage Surveys for help creating surveys for your organization. 
• Pre meeting survey - if you check this box, you will be able to offer a survey to meeting attendees before the meeting starts. Select one of the organizations pre-made surveys from the dropdown list. If you do not have any made, select DEFAULT or NONE. See Manage Surveys for help creating surveys for your organization. 
• Show survey within meeting session - toggle this button (green if turned ON, white if turned OFF) to allow members to take the meeting survey during the meeting.

Section 5 - Documents

• Add documents - Click the Add Documents button to attach documents that you want shared with meeting attendees and/or to assist the Host of the meeting. Click Select Document button to choose the document(s) from your organization’s Resource Library. Continue to click Add Documents to upload documents into the specific meeting.
  • If you do not have any documents to choose from, see Resource Library for more help with how to add resource documents to your organization. 

 

Submit Meeting

After you have reviewed and updated the information as needed, click the Submit button to schedule the meeting or meeting series.