Plan and follow up on meetings

Members can view meetings and indicate their attendance plans. Meeting-management rights allow creation and editing.

Schedule a meeting

Open Meetings, plan a meeting, and enter its title, date/time, duration, location and agenda. Choose expected participants and optionally a Discord voice channel for presence detection. Enable invitation DMs if wanted, then create and check the upcoming meeting.

Web dates use the browser’s local timezone. Check the displayed time before announcing it to an international team. Discord publications depend on configured channels and options. The bot also offers /meetings.

Respond and interpret attendance

Open the meeting and choose whether you plan to attend, cannot attend or are unsure. Wait for confirmation. Discord response buttons offer the corresponding flow.

An RSVP is an intention, not observed attendance. Current invitees, dated yes responses and observed presence are separate counts and need not match. People can respond even if not originally invited. Voice detection depends on the configured channel, meeting period and bot availability; it is not a complete measure of contribution.

Check notifications

The private-invitation results distinguish sent, pending, refused and uncertain deliveries. Continue remaining invitations or retry refused ones after fixing their cause. Check Discord before repeating uncertain sends. Pausing after a batch and resuming later avoids restarting the whole distribution.

A failed channel message may coexist with a saved meeting record. Correct the channel or bot permissions and use the synchronization retry offered on that meeting.

Edit, finish or cancel

Edit to change time, location or participants. If another organizer changed it meanwhile, reload and review their version first. Cancel a meeting that will not happen, and finish one that has taken place. These states preserve context; deletion removes the record.

Record decisions

Creating a task from a decision requires both Manage meetings and Manage tasks. Meeting-management rights alone still allow you to write the minutes.

Write the minutes, record decisions and save. For an open decision, create a follow-up task: its record opens directly in the action inbox, where you can choose its assignee, deadline and reminder. A newly created follow-up task initially has no assignee or reminder. Avoid duplicating an already linked task.

For a missing response, check the account, participant list and meeting state. For missing voice presence, inspect the bot, channel and timing rather than automatically concluding the person was absent.