Run Your First Meeting

Before You Begin

Make sure you have:

• An organization with at least one circle
• At least one member assigned to that circle

Step 1: Open the Meetings Page

Navigate to a circle and open its Meetings section. You will see a calendar view showing scheduled meetings.

Step 2: Create a Meeting

1. Click the Create button (top right), or click directly on a date/time slot in the calendar.
2. The meeting creation form opens with these fields:
   • Title: Give your meeting a name.
   • Start: Set the date and time.
   • Duration: Choose the length in minutes.
   • Circle: The circle this meeting belongs to (pre-filled if you started from a circle).
   • Participants: Select who should attend.
   • Steps: Configure the agenda (see below).

3. Click Create to schedule the meeting.

Step 3: Configure the Agenda (Steps)

Each meeting is composed of steps that structure the discussion. You can add, remove, and reorder steps in the creation form. Common step types:

• Threads: Review active discussions in the circle.
• Tasks: Go through tasks assigned to circle members.

You can also add custom steps for specific topics you want to cover.

Step 4: Start the Meeting

When the scheduled time arrives:

1. Open the meeting from the calendar.
2. Click the Start button.
3. The meeting transitions to its first step.

Step 5: Run Through the Steps

The facilitator guides the group through each step:

1. Work through the current step (discuss threads, review tasks, etc.).
2. Click Next step to advance to the next one.
3. Repeat until all steps are complete.

During each step, participants can:

• Add notes and comments.
• Create new threads or tasks directly from the meeting.
• Update task statuses or thread discussions.

Step 6: End the Meeting

After the last step, click End meeting. Rolebase generates a summary that includes:

• Date, time, and duration
• Attendees and their status (present, absent, maybe)
• Notes and outcomes from each step
• Tasks created or updated during the meeting

The summary is saved in the circle’s meeting history and accessible at any time.

What’s Next?

• Set up recurring meetings so your team meets on a regular schedule.
• Create meeting templates for your most common meeting formats.
• Connect your calendar to sync meetings with Google Calendar or Outlook.