Create and edit agenda

To create and work with the agenda, you must be the Meeting organiser or a Meeting admin. If you’re the organiser and want to co-create the agenda with others, make sure they are assigned as Meeting admins.

1

Create an agenda

Open the Meeting panel and select the Agenda & Files tab.

You can start building your Agenda in four different ways. No matter which option you choose, you’ll still have full flexibility to tailor the document to your Meeting’s needs.

  • Blank agenda document

  • From built in templates

  • From an agenda created in a previous meeting

  • With help from AI

  1. Click New empty agenda

New blank agenda document

  1. A draft agenda document will be created and opened in the agenda builder. You are now ready to start adding agenda items.

2

Add, move and remove agenda items

An agenda consists of agenda items, each requiring a title and optionally including an assigned responsible person, time allocation, description, and attached files.

  1. To add a new agenda item click the + button at the bottom of an existing item.

  2. Give the the agenda item a title and optionally add information to the other fields.

Agenda items can be moved up and down within the agenda document. To move a agenda item do as follow.

  1. Move the cursor over the item you want to move.

  2. Click the Move item up or Move item down buttons located at the top right corner of the agenda item.

Move agenda item up and down

Agenda items can be structured in a two level hierarchy. To convert an agenda item to a sub-item follow these steps.

  1. Move the cursor over the item you want to make a sub-item.

  2. Click the Make sub-item button located at the top left corner of the agenda item.

Indent agenda item to make sub-item
Agenda item indented as sub-item

Sometimes you might want to remove one or more agenda items from the agenda document. To remove an agenda item follow these steps.

  1. Move the cursor over the item you want to remove.

  2. Click the Remove item button located at the top right corner of the agenda item.

Remove agenda item from document
3

Assign responsibility and time allocation

Choosing a Responsible person and setting Time allocation is optional and are purely informational and do not trigger any automated processes.

  1. Click the Responsible label on the agenda item and select the person who are responsible from the drop-down list.

  2. Click the Time label on the agenda item and select the time you want to allocate for the specific item in the drop-down list.

4

Add a description to agenda items

Adding a description to an Agenda item helps clarify discussion or decision points. You can format the text and include images, links, and other relevant details.

If you at a later stage chooses to base the Meeting minutes on the Agenda, the Agenda item title and description will be transferred to the minutes document. This allows you to begin drafting the Meeting minutes while building the Agenda.

5

Attach files to agenda items

Attaching files to agenda items improves structure and readability for participants. You can upload files from your device or reference files already stored in your workspace.

  1. Click the Add file button located to the right of the item title.

  2. Select if you want to upload or referencing an already uploaded file to the agenda item. You can also upload files by dragging and dropping them from your device onto the agenda item.

Adding files to agenda item
6

Share the agenda

When you're satisfied with the Agenda, it’s time to share it with the Meeting participants. To do so, click the Share Agenda button in the top-right corner of the Agenda builder.

Description text formatting

Adding a description to an agenda item helps clarify discussion or decision points. You can format this text, including images and links. To format, follow these steps.

  1. Mark the text that you want to format.

  2. A toolbar will appear on the agenda item

  3. Select the formatting option you like to apply on your text. You can choose Bold, Italic, Underline, Ordered list and Unordered list.

Formatting toolbar on an agenda item

  1. Click the Image button in the toolbar if you want to upload and insert an image inline with the description text.

  2. Write or paste a URL in the description text to create a clickable link.

AI suggested agenda sub-items

For meetings with complex topics that need to be divided into smaller discussion points, Hippoly can assist by suggesting agenda sub-items using AI. This comes handy especially when you're short on ideas. Follow these steps to get sub-item suggestions.

  1. Move the cursor over the + button at the bottom of an existing item.

  2. Click the Suggest sub-items button

Suggest sub-items using AI

  1. A dialog will appear with the item's text pre-filled in the input field, serving as the basis for the suggestions. You can modify this text to add more details.

Suggest sub-items dialog

  1. Click the Suggest button.

  2. Five to six AI-generated suggestions will be added to the agenda as sub-items. You have the option to edit or remove any suggestions that don't meet your needs.

Keyboard shortcuts

Keyboard shortcuts in the Agenda Builder are tailored to enhance efficiency and productivity. The following are some useful shortcuts.

Enter to create a new agenda item while focused on an item title field.

Shift + Enter to create a new agenda item while focused on an item description field.

Tab to create sub-item while focused on an empty item title field.

Shift + ↑ to move agenda item up in the document while focused on the item's title field.

Shift + ↓ to move agenda item down in the document while focused on the item's title field.

Command(⌘) + b to bold text item in the description field.

Command(⌘) + u to underline text in the item description field.

Command(⌘) + i to italicize text in the item description field.