How do I manage a meetings group in the diocesan meetings portal?

For meeting group admins. Sync the meetings portal to your computer, add and remove members, email meeting folder links and use the correct folder structure and naming conventions.

Contents

• Access & Sync the Meetings Portal to your Computer
• Adding New Members
• Removing Members
• Using Share Links with Password
  • Changing the 'Anyone with the link and password' link password

• Folder structure and naming conventions

Access & Sync the Meetings Portal to your Computer

For internal members only (see guide section 1)

1. Go to www.stalbansdiocese.org/meetings
2. Select Sync

Adding New Members

• Internal Members
  • Enables member to see folder listed at stalbansdiocese.org/meetings. Note they will also be able to use the share link with password.
    1. Go to stalbansdiocese.org/meetings
    2. Right click on the meeting group's root folder
       1. eg. for DBF right click on Diocesan Board of Finance
    3. Select 👤Manage Access
    4. Select the Links tab
    5. By the existing People you specify can view link select the ⚙️cog icon
    6. Enter and select the name of the person you want to give access to
       1. Note for Bishops and Archdeacons select their name, not their position.
    7. Select Apply
    8. They will be added to the This link works for list

• • See admin guide section 4A for more information.
• External Members
  • No additional work required. The meeting folder link is sufficient for access.
  • See admin guide section 5 for more information.

Removing Members

• Internal Members
  • Removes member's ability to see folder listed at stalbansdiocese.org/meetings.
  • Note they have also had access using the share link with password so change the password of the shared link as well.
    1. Go to stalbansdiocese.org/meetings
    2. Right click on the meeting group's root folder
       1. eg. for DBF right click on Diocesan Board of Finance
    3. Select 👤Manage Access
    4. Select the Links tab
    5. By the existing Anyone with the link and password can view link select the ⚙️cog icon
    6. Enter a new strong but memorable password into the password field
       1. To keep it easy to type in it is recommended you combine 2 or 3 words together and include numbers and symbols
    7. Select Apply
    8. Change the Shared Link password >
• Internal & External Members
  • Change password of the Shared Link >
  • See admin guide section 6.8 for more information.

Using Share Links with Password

• The anyone share link with password is provided by the IT Team to meeting group administrators.
• For ease of use, this link should be emailed to all members, both internal or external.
• See admin guide section 5 for an email template to use.
• If you have lost the existing password and wish to keep using it, raise a support ticket.

Changing the 'Anyone with the link and password' link password

1. Go to stalbansdiocese.org/meetings
2. Right click on the meeting group's root folder
   1. eg. for DBF right click on Diocesan Board of Finance
3. Select 👤Manage Access
4. Select the Links tab
5. By the existing Anyone with the link and password can view link select the ⚙️cog icon
6. Enter a new strong but memorable password into the password field
   1. To keep it easy to type in it is recommended you combine 2 or 3 words together and include numbers and symbols
    
7. Select Apply
8. Test the link and new password in an private or incognito browser session before distributing.
9. Inform the current meeting group members of the new password.

Folder structure and naming conventions

• All meetings should adopt this standard folder structure and naming convention:

Related Links

• Diocesan Meetings Portal - Guide for Admins >
  
  • Only meeting group administrators can access the guide for admins. If you require access for your role, please raise a support ticket stating which meeting group you are responsible for.
• Guide for Meeting Group Members: How do I access the Diocesan Meetings Portal >