Create and share meeting

Navigate to Meetings in the Main menu

Click the New Meeting button

Add a Meeting Title, Location, Date and Time

If you want, you can also add a description, for example the theme or purpose of the Meeting.

Select the people you want to invite to the Meeting. By default, all workspace users are included. To remove someone, click the X button to the right of their name.

If you want any participant to be able to edit the meeting, the agenda and upload files switch on the Meeting Admin Toggle for that person.

Click the Share meeting button to invite the added participants to the Meeting.

A dialog will appear asking if you also want to send calendar events by email (recommended). This will update the the participants personal calendars (in the same way as if you would have sent the meeting invitation form your desktop calendar program, such as outlook, Mac Calendar etc).

Email invitations include the meeting title, location, time and description. You should therefore not have any sensitive information in these fields as e-mail is not a secure method of communication.

Confirm the sharing by clicking Share.

Participants will receive an email where they can RSVP (Accept, Reject or say Maybe) and the meeting will automatically be added to their personal calendars. You as an Organiser will also receive an email to keep your calendar up to date.

Turn off email calendar events

If you don’t want to send calendar events by email when sharing a Meeting, turn off the Calendar Event toggle in the confirmation dialog. This can be useful, for example, if your team is new to Hippoly and Meeting invitations have already been sent through another calendar system.

Note: If you create a past Meeting (a Meeting with a date and time set in the past), no email calendar events will be sent.

While it’s most common to schedule a Meeting first so everyone gets it into their calendar, and then share the Agenda and supporting files closer to the meeting date, you can also do everything in one go. If your Agenda and materials are already prepared, Hippoly allows you to create the Meeting, build the Agenda, and share it with participants in a single step.

If you want to share an agenda together with the meeting follow theses steps.

Create the Meeting as described earlier in this article, but don’t share it yet.

Click the Agenda & Files tab and create your agenda.

When you're satisfied with the Agenda, click Share agenda in the agenda builder.

A dialog will appear where you confirm the sharing.

Confirm the sharing by clicking the Share button.

If you haven’t turned off any of the toggles in the confirmation dialog, a calendar event and an email informing participants that the Agenda is available will be sent out.