# Meetings

## **Understand Meetings**

Hippoly brings structure and clarity to every stage of the meeting. Agendas are easy to build and update, meeting materials are organised into a clear digital board pack, and participants always have access to the latest version of everything they need. When it’s time to meet, discussions, documentation and decisions stay in one place, and the meeting minutes can be created directly in Hippoly, reviewed and approved, and, if required, e-signed as part of the same end-to-end flow.

### What Meetings in Hippoly enable

Hippoly helps organisations plan, prepare, conduct and finalise meetings with structure and control. The meeting feature keeps all content, communication, documentation and decisions together, so participants can stay focused and informed before, during and after the meeting.

### Agenda creation and preparation

The **Agenda builder** in Hippoly makes it easy to [create clear, structured agendas for your meetings](/using-hippoly/meetings/create-and-edit-agenda.md#create-an-agenda). You can build a well-organised agenda with logical sections and items, and [attach the relevant meeting materials directly to each agenda point](/using-hippoly/meetings/create-and-edit-agenda.md#attach-files-to-agenda-items). This creates a complete digital board pack / board book, making it easy for board members and meeting participants to review documents and prepare effectively before the meeting.

If changes are needed, you simply update the agenda, even after it has been shared. The updated version is instantly available to all participants, so everyone always works from the latest and correct version of the meeting plan.

### Running the meeting

When it is time to meet, Hippoly supports both physical and digital meetings. If needed, you can run a **video meeting directly in Hippoly**, so discussions, material and collaboration stay in one place.

During the meeting, notes and decisions are efficiently captured, helping ensure accuracy and reducing manual follow-up work afterwards.

### Meeting minutes and approval

[Meeting minutes are created directly in Hippoly](/using-hippoly/meetings/create-and-edit-meeting-minutes.md#create-minutes). You can:

* Create minutes based on the agenda
* Reuse minutes structure from a previous meeting
* Write minutes from scratch if needed
* Create minutes with the help of AI

Once the secretary completes the minutes, the approval process happens inside Hippoly. The people responsible for approving can review the document, leave comments and request changes if needed. This creates a transparent and controlled approval flow without separate email threads or document versions.

If your organisation requires formally signed minutes, the approved document can be **e-signed directly in Hippoly** with just a click, using the same secure Scrive-powered e-signing as for other documents.

### End-to-end control

With Meetings in Hippoly, the full lifecycle of a meeting is handled in one place:

* Create and share the agenda
* Ensure participants are fully prepared with clear agendas and a complete digital board pack / board book
* Conduct the meeting
* Create and approve meeting minutes
* Optionally e-sign minutes digitally

Everything remains securely stored, traceable and easy to access later, supporting good governance, compliance and efficient board work.

## Meetings FAQ

<details>

<summary>Who can create Meetings?</summary>

All Workspace Members can create meetings. The user who create a meeting get the role of organiser and can edit the meeting settings and agenda.&#x20;

</details>

<details>

<summary>Why don't everyone in the team see all Meetings?</summary>

The default setting of a Workspace is that users only see Meetings where they are added as a Participant. If you want everyone to be able to see all Meetings within the workspace you can turn this on under [Workspace Settings](/administration/workspace-administration.md).&#x20;

</details>

<details>

<summary>Who can edit and upload document to a meeting agenda?</summary>

The Meeting Organiser and Workspace Administrators can edit, upload documents and share meeting agendas. However, if you need anyone else from your team to be able to contribute to the agenda you can [make a person Meeting Administrator](/using-hippoly/meetings/manage-meeting-participants.md#make-participant-meeting-administrator)*.*&#x20;

</details>

<details>

<summary>Can I co-create an agenda with other users? </summary>

**Yes**. You can co-create an agenda with other users, as long as they are assigned as [Meeting admins](/using-hippoly/meetings/manage-meeting-participants.md#make-participant-meeting-administrator).

</details>


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