Meeting Types can be reordered, copied, inactivated, edited, and deleted from the Meetings settings page. These management tools help you organize Meeting Types, create new ones based on existing configurations, and remove or disable Meeting Types that are no longer needed.
For an introduction to Meeting Types and how they work, see our Meeting Types Overview article.
Important Note
To manage these settings, users must have the Has Access to Meetings Site Settings permission in their User Profile.
Reorder Meeting Types
Reordering Meeting Types changes the order in which they appear throughout the system, including on pages and in dropdown menus. We recommend ordering Meeting Types by frequency of use or alphabetically to make them easier for users to find.
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Select the Meeting Types tile under the Meetings section:
Click the Edit Order button:
Click and hold the grid icons to the left of the desired meeting types and drag and drop them into the preferred order:
Click the Save Changes button:
The Meeting Types have been reordered
Inactivate a Meeting Type
Inactivating a Meeting Type removes it from Meeting Type selection lists without affecting existing meetings that use it.
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Select the Meeting Types tile under the Meetings section:
Toggle the Active switch off for the desired meeting type:
The Meeting Type has been inactivated
Copy a Meeting Type
Copying a Meeting Type creates a new Meeting Type based on an existing one. You can choose which settings to copy, making it easy to create a new Meeting Type with a similar configuration.
When to Copy a Meeting Type
Copying is recommended when the new Meeting Type will use similar:
Agenda layouts
Default sections and items
Document designs
Item fields
Approval workflows
Use Case
The City Council currently has a Legislative Committee and a Budget Committee. At last night's meeting, they passed legislation to create a Neighborhood Committee. It will use the same agenda design and have the same basic outline as the existing Legislative Committee and Budget Committee.
When Not to Copy
If the new Meeting Type will require significant changes to its design or configuration, creating a new Meeting Type or working with CivicPlus Professional Services may be a better option. For more information, please contact your Customer Success Manager.
Copying a Meeting Type
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Select the Meeting Types tile under the Meetings section:
Click the Copy Meeting Type button:
Fill in the information fields:
Meeting Type: Enter the name of the new Meeting Type you are creating
Copy Settings From: Select one of the existing Meeting Types that will be used as the source for creating your copy
Settings to Copy: Check the boxes next to the groups of settings that you would like copied from the source Meeting Type
Default Settings: Base template settings, including the Word Designs for your documents and the numbering style to be used for sections/items
Options: The tailored list of Item Categories, Recommended Actions, and Motions available to users when creating items on this Meeting Type
Sections: The tailored list of Sections that automatically populates when a new meeting is created
Item Reports: The rules that govern the auto-creation of item reports on items placed in specified sections
Agenda Script: The designs associated with the Agenda Script document format
Minutes: The designs associated with the Minutes document format
Notifications: The options for notifications that are Meeting Type-specific
Custom Data: The Agenda-level field customization options
Fiscal Data: The options for the Item-level fiscal fields
Labels: The options for additional labels not managed elsewhere
Default Text: The automatically populated text for the Agenda-level custom data fields
Default Items: The tailored list of Items that automatically populate when a new meeting is created
Click the Save Changes button:
Note:
You can also click the Save and Copy Another button to save this new meeting type and begin copying another existing meeting type.
The copied Meeting Type has been created
Edit a Meeting Type
After a Meeting Type has been created, you can update its configuration at any time. Because Meeting Types include many settings, configuration instructions are provided in separate articles:
For more information on available configuration changes, see the Meetings Settings page of the Help Center.
Delete a Meeting Type
The Delete functionality allows you to remove a Meeting Type that is not needed, as long as it is not currently in use.
There is a built-in check to ensure that a Meeting Type is not currently in use by an existing agenda. If either of the following automatic checks is true, the system will prohibit the user from deleting the Meeting Type:
An Agenda using this template currently exists on the Meetings page (use the Filters at the top of the page to locate any meetings that use the desired Meeting Type)
An Agenda using this template currently exists in the Recently Deleted table of the Trash Can (agendas that have moved into the Permanently Deleted section will not cause the check to fail)
Important Note
A deleted Meeting Type cannot be restored. If a Meeting Type is erroneously deleted, it must be manually re-built and configured, which may require additional assistance from CivicPlus, and this work may incur additional fees.
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Select the Meeting Types tile under the Meetings section:
Click the Delete button (red trash can icon) to the right of the Meeting Type you wish to delete:
Click the Delete Meeting Type button on the pop-up that appears to confirm the deletion:
The Meeting Type has been deleted