Q1.Add Meeting Category
Ans: 1. Go to 'Master Entry' in the menu bar
2. Select submenu 'Add Meeting Category'
3. Select 'Meeting Type' [Statutory Meeting / Non-Statutory Meeting]
4. Add 'Meeting Category Name'
5. Save
Q2.Add Meeting Sub Category
Ans:1. Go to 'Master Entry' in the menu bar
2. Select submenu 'Add Meeting Sub Category'
3. Select 'Meeting Type' [Statutory Meeting / Non-Statutory Meeting]
4. Select 'Meeting Category' create in previous step
5. Add 'Meeting Sub Category Name'
6. Save
3Q.Add Meeting Hall
Ans: 1. Go to 'Master Entry' in the menu bar
2. Select submenu 'Add Meeting Hall'
3. Add the following details to create a Meeting Hall:
• Hall / Room Type [VC Room / Conference Hall / Auditorium]
• Hall/Room Name
• Short Address
• Full Address (In Details)
• Description
• Sitting Capacity
• VC facility Avalable
• Availability of Power Point Presentation
• Availability of Public Address System
• Availability of Wi-Fi
• Availability of Internet Connectivity
• Contact Person
• Mobile No
• Hall/Room Image [File type (.jpg, .jepg, .png) & File size (within 500 KB)]
4. Save
4Q.Add Meeting Agenda
Ans: 1. Go to 'Master Entry' in the menu bar
2. Select submenu 'Add Meeting Agenda'
3. Select 'Meeting Type'
[Statutory Meeting or Non-Statutory Meeting]
4. Select 'Meeting Category' create in previous step
5. Select 'Meeting Sub Category' create in previous step
6. Add 'Meeting Agenda' [User can add multiple agenda one after another]
7. Save
5Q.Add Category Wise Meeting Copy To
Ans: 1. Go to 'Master Entry' in the menu bar
2. Select submenu 'Add Meeting Copy To'
3. Select 'Meeting Type'
[Statutory Meeting or Non-Statutory Meeting]
4. Select 'Meeting Category' create in previous step
5. Select 'Meeting Sub Category' create in previous step
6. Add 'Notice Copy To' [User can add multiple position one after another ]
7. Save
6Q.Add Master Meeting Participants
Ans: 1. Go to 'Master Entry' in the menu bar
2. Select submenu 'Add Participants'
3. Add the following details to create a Participant:
• Select 'Participant's Designation' [drop-down list]
• Add 'Participant's employee ID'[ from io-SMS]
• Select proper 'Participant's Salutation'.
• Add 'Participant's Name'
• Add 'Participant's Contact Number'
• Add 'Participant's Email'
4. Save
7Q.Add Signature Approval Authority
Ans: 1. Scan signature of the issuing authority [File type (.jpg, .jepg, .png), File size (within 100 KB), Signature ink (black/blue marker) & Signature should be in widely sizable manner so that it will appear prominently]
2. Go to 'Master Entry' in the menu bar
3. Select submenu 'Add Signature Approval Authority'
3. Select 'Signature of Issuing Autority'
4. Browse the signature file
5. Uplaod
Please note: This Signature is required to issue notice
8Q.Add Letter Head
Ans: 1. Go to 'Master Entry' in the menu bar
2. Select submenu 'Add Letter Head'
3. Add 'Template Name'
4. Add 'Letter's Head'
5. Add 'Letter's Body'
6. Add 'Letter's Address'
7. Save
8. 'Print Preview' action will show the letter head in preview mode
9. Memo No. & Date will be auto generated shown in 'Letter Head'
9Q.How to iniciate a meeting
Ans: 1. Go to 'Meeting Calander' in the menu bar
2. Add the following details to add a new meeting in the meeting calander:
• Select 'Meeting Type' [drop-down list]
• Select 'Meeting Category' [drop-down list]
• Select 'Meeting Sub Category' [drop-down list]
• Select Date
3. Save
10Q.How to schedule a meeting
Ans: 1. Go to 'Schedule a Meeting' in the menu bar
2. Add the following details to schedule a new meeting:
• Select 'Type of Notice' [Meeting / Training / Conferance / Workshop]
• Select 'Mode of Meeting' [Only Physical type meeting avaiable]
• Select 'Meeting Type' [drop-down list]
• Select 'Meeting Category' [drop-down list]
• Select 'Meeting Sub Category' [drop-down list]
• Select 'Meeting Hall' [drop-down list]
• Select 'Meeting Start Date'
• Select 'Meeting Time Slot' [Pre-defined time slot avaliable]
3. Select 'District Participants' [drop-down list, multiple participant addition avaliable]
4. Select 'Bloct Participants' [drop-down list, multiple participant addition avaliable]
5. Select 'GP Participants' [drop-down list, multiple participant addition avaliable]
6. Add 'Approx No of Participants'
7. Add 'Contact Person Name'
8. Add 'Contact Person Mobile'
9. Add 'Meeting Link' [If avaliable]
10. Select 'Letter Head Template' [drop-down list]
11. Select 'Chaired By ' [drop-down list]
12. Select 'Chaired By ' [drop-down list]
13. Select 'Notice To Be Issued By'
14. Select 'Meeting Start Time'
15. Add 'Copy To' [User can add multiple member one after another ]
16. Save
17. After save the meeting, it will be avaliable in the list below . User can print 'Meeting Notice', 'Reschedule Meeting', 'Cancel Meeting' & 'Send Notification' to the participants.
18. After completion of meeting, user can add 'Key Discussion' and upload 'Meeting Resolution & Image' [Image file type (.jepg/.jpg), file size max 2 MB] [Resolution file type (pdf), file size max 5 MB]