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Cancel & Reschedule a Meeting

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This article will show you how to cancel and reschedule a meeting, as well as how to publish a meeting cancelation notice.

 

For instructions on how to delete a meeting from the system, see the Delete a Meeting section of our Create and Manage Meetings article.

 

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Cancel and Reschedule a Meeting

 

  1. Sign in to the system if you have not already
  2. Navigate to the Meeting Detail Screen of the meeting you would like to cancel and reschedule
  3. Click the Calendar and Clock icons to update the Date/Time field to reflect the rescheduled meeting date and time
    The meeting detail screen Date/Time field.
  4. Click the Update button to save your changes
    A red, rectangular Update button.
  5. Navigate to the Output tab
    The Output tab which can be used to create, publish, and unpublish meeting documents including packets and minutes.
  6. Under the Agenda subtab, create or recreate and publish the agenda, if needed
    The Agenda subtab, in which an agenda document can be created or uploaded and published.
  7. Under the Private Packet subtab, create and publish the private packet, if needed
    The Private Packet subtab, in which a private packet can be created or uploaded.
  8. Under the Packet subtab, create and publish the public packet, if needed
    The Packet subtab, in which a public packet can be created or uploaded and published.
  9. Navigate to the left menu and click the Create Meeting button
    The Create Meeting option in the left menu.
  10. Fill in the Create Meeting fields with the original meeting date and time and add the word "CANCELED" to the meeting field name
    The Create Meeting informational fields that allow you to establish the details of a new meeting.
    • Meeting Name (required): Edit this field to match the original meeting name of the rescheduled meeting and add the word "Canceled" (this field will auto-populate a meeting name based on the default meeting type)

    • Meeting Type: Select the meeting type from the dropdown that matches the meeting type of the rescheduled meeting (this field will auto-populate with the default meeting type)

    • Venue (required): Select the venue from the dropdown that matches the venue of the rescheduled meeting

    • Recurrence: Select the Single Meeting option

    • Date: Click the Calendar icon and select the original date of the rescheduled meeting (you cannot manually enter a date into this box)

    • Time: Enter or select the original start time of the rescheduled meeting (you can manually enter a time into this box, but it must follow the format of the default time shown in the box)

  11. Click the Create button
    A red, rectangular Create button that saves a new meeting to the system.
  12. The meeting has been canceled and rescheduled

 

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Create and Publish a System-Generated Meeting Cancelation Notice

This section will show you how to use the system's built-in agenda functionality to create and post a cancelation notice on your publishing website. To post a notice created outside of the system, follow the instructions in the Upload and Publish an Outside Meeting Cancelation Notice section.

 

 

  1. Sign in to the system if you have not already
  2. Navigate to the canceled meeting's Meeting Detail Screen
  3. Navigate to the Build tab
    The Build tab which allows you to make changes to the order of business and items for the meeting.
  4. Click the Delete button (red circle and X icon) next to all sections except for 1
    A Delete button.
    Note: If you have other sections you would like to keep on this notice that is okay.
  5. Click the Apply button to save your changes
    A red, rectangular Apply button.
  6. Navigate to the Review tab
    The Review tab which allows you to make changes to agenda content and attachments for the meeting.
  7. Update the Agenda Content text for your single remaining section with your cancelation or rescheduled meeting notice text
    An Agenda content textbox in which you can type or enter text that will appear in the agenda.
  8. Click the Update button to save your changes
    A red, rectangular Update button.
  9. Navigate to the Output tab
    The Output tab which can be used to create, publish, and unpublish meeting documents including packets and minutes.
  10. Ensure you are viewing the Agenda subtab, and click the Create Agenda button
    The red, rectangular Create Agenda button on the Agenda subtab.
  11. Click the Publish button
    A red, rectangular Publish button.
  12. Your cancelation notice agenda with the meeting title with the word "Canceled" on it, the original meeting date and time, and the remaining agenda section with cancelation text has been published

 

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Upload and Publish an Outside Meeting Cancelation Notice

This section will show you how to add and post a cancelation notice created outside of the system. This notice replaces the version that the system populates. To post a system-generated notice, follow the instructions in the Create and Publish a System-Generated Meeting Cancelation Notice section.

 

 

  1. Sign in to the system if you have not already
  2. Navigate to the canceled meeting's Meeting Detail Screen
  3. Navigate to the Build tab
    The Build tab which allows you to make changes to the order of business and items for the meeting.
  4. Click the Delete button (red circle and X icon) next to all sections except for 1
    A Delete button.
    Note: If you have other sections you would like to keep on this notice that is okay.
  5. Click the Apply button to save your changes
    A red, rectangular Apply button.
  6. Navigate to the Review tab
    The Review tab which allows you to make changes to agenda content and attachments for the meeting.
  7. Update the Agenda Content text for your single remaining section with your cancelation or rescheduled meeting notice text
    An Agenda content textbox in which you can type or enter text that will appear in the agenda.
  8. Click the Update button to save your changes
    A red, rectangular Update button.
  9. Navigate to the Output tab
    The Output tab which can be used to create, publish, and unpublish meeting documents including packets and minutes.
  10. Ensure you are viewing the Agenda subtab, and click the Create Agenda button
    The red, rectangular Create Agenda button on the Agenda subtab.
  11. Click the Upload Modified DOCX button to upload a cancelation notice Microsoft Word document created outside of the system
    The red, rectangular Upload Modified DOCX button.
  12. Or click the Upload Modified PDF button to upload a cancelation notice PDF created outside of the system
    The red, rectangular Upload Modified PDF button.
  13. Find and select the cancelation notice file that you created within your computer's File Explorer
  14. Click the Upload Modified DOCX button or Upload Modified PDF button on the Upload Warning pop-up that appears
    The red, rectangular Upload Modified DOCX button on an Upload Modified DOCX warning pop-up.
    Note: Uploading a modified version of the agenda deletes all existing PDF versions of the agenda, packet, and minutes that have been generated.
  15. If you added a Word version of your cancelation notice, click the Convert to PDF button
    The red, rectangular Convert to PDF button which can be clicked to reformat a Word document into a PDF.
    Notes:
    • Skip this step if you have uploaded a PDF file.
    • This conversion is necessary because only the PDF and HTML versions of an agenda are published.
  16. Click the Publish button
    A red, rectangular Publish button.
  17. Your meeting cancelation notice has been uploaded and published

 

Note: The HTML version of the agenda that appears on your publishing website pulls its content directly from the Build and Review tabs within the software. So, if you decide to upload your own outside cancelation notice document, the HTML version will not match the PDF version that is published. This is why it is recommended to go through the steps to delete all sections and add cancelation text to the Build and Review tabs even if you are uploading your own cancelation notice. That way the HTML version will also indicate that the meeting was canceled or rescheduled.

 

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