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

• 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.

• Access & Sync the Meetings Portal to your Computer
• Adding New Members
• Removing Members
• Using Share Links with Password
• Folder structure and naming conventions
• Guide for Meeting Group Members: How do I access the Diocesan Meetings Portal >

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. Select the meeting group's root folder
    2. Select Share
    3. Enter a name in Add a name
    4. Leave the  permission as an eye icon (Can View)
    5. Optionally enter a message
    6. Select Copy link or Send (if you wish them to receive an email)
       

• • 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
  • Meeting group's root folder > Manage Access > Remove member
  • See admin guide section 4B for more information.
• 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 wish to find the link and/or change the password, see:
  • How do I find an existing anyone share link and change a share link password in SharePoint or OneDrive? >
  • Also in the admin guide section 6.
• If you have lost the existing password and wish to keep using it, raise a support ticket.

Folder structure and naming conventions

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