Meetings

Overview

Meetings in Rolebase are structured, step-based sessions designed for self-governed teams. They follow a defined flow that keeps discussions focused and productive, inspired by Holacratic governance and tactical meetings.

Each meeting belongs to a role and follows a sequence of steps that you can customize.

Meeting Lifecycle

1. Create

Create a meeting from a role’s meeting section. You can start from scratch or use a meeting template. Set the title, date/time, and participants.

2. Start

When it is time, the facilitator starts the meeting. This transitions the meeting from a scheduled state to an active session.

3. Run Steps

The meeting progresses through a series of steps. The facilitator advances through each step while participants contribute.

4. End

When all steps are complete, the facilitator ends the meeting. A summary of the meeting is generated and stored.

Meeting Steps

Each meeting is composed of ordered steps. The available step types are:

Tour

An opening round where each participant shares a brief check-in. This can be used for an icebreaker, a personal update, or setting intentions for the meeting.

Threads

Review and discuss active threads in the role. Participants can raise topics, update statuses, and make decisions on ongoing discussions.

Checklist

Go through the role’s recurring checklist items. Each member confirms whether they completed their items since the last meeting. This provides accountability and transparency.

Indicators

Review the role’s key metrics and indicators. Members report on numbers and trends, giving the team visibility into operational health.

Tasks

Review tasks assigned to role members. Update statuses, discuss blockers, and create new tasks as needed.

Meeting Templates

Templates define a reusable set of steps for meetings. Instead of configuring steps each time, create a template and apply it when scheduling new meetings.

Common templates:

• Tactical Meeting includes Tour, Checklist, Indicators, Tasks, Threads.
• Governance Meeting includes Tour, Threads (focused on governance proposals).
• Quick Sync includes Tour, Tasks.

Templates are defined at the role level and can be reused for every meeting of that role.

Recurring Meetings

Meetings can be configured to recur on a schedule using recurrence rules (rrule format). For example:

• Every Monday at 10:00 AM
• First Wednesday of every month
• Every two weeks on Friday

When a recurring meeting is set up, future occurrences are automatically created according to the schedule.

Calendar Sync

You can connect your calendar (Google Calendar, Office 365) to Rolebase so that meetings automatically appear in your personal calendar. When a meeting is created, updated, or deleted, the change is reflected in your connected calendar.

To set up calendar sync, see Apps & Integrations.

iCal Export

You can export your meetings as an iCal feed to view them in any calendar app:

1. Go to the Meetings page of your role.
2. Open the settings menu (top right).
3. Select Export (iCal).
4. Copy the iCal URL displayed in the modal.
5. Paste it into your calendar app as a subscription (Google Calendar, Outlook, Apple Calendar all support this).

The feed includes all meetings for your organization and updates automatically. Synchronization is one-way and may take a few minutes. For fast two-way synchronization, connect a calendar directly via Apps & Integrations.

Participants

Scope

You can define who is invited to the meeting:

• All role members means every member of the role is a participant.
• Specific members lets you hand-pick participants from the role.

Attendees Tracking

During and after the meeting, track attendance with three statuses:

Status	Meaning
Present	The member attended the meeting
Absent	The member did not attend
Maybe	The member has not confirmed attendance

Attendance records are saved with the meeting for historical reference.

Video Conferencing

Rolebase integrates with video conferencing tools. When starting a meeting, you can launch a video call directly. The video link is shared with all participants.

Private Meetings

Meetings can be marked as private. Private meetings are only visible to their participants and are hidden from other role members. This is useful for sensitive discussions like performance reviews or personnel matters.

Meeting Summary

When a meeting ends, Rolebase generates a summary that includes:

• Date, time, and duration
• Attendees and their status
• Notes and outcomes from each step
• Tasks created or updated during the meeting
• Thread decisions made

The summary serves as an official record of the meeting and is accessible from the role’s meeting history.

Next Steps

• Manage tasks that come out of meetings.
• Use threads for follow-up discussions.
• Record decisions made during governance meetings.