---
title: How do I manage a meetings group in the diocesan meetings portal?
description: 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.
---

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# 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](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#access-sync)
- [Adding New Members](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#add-members)
- [Removing Members](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#remove-members)
- [Using Share Links with Password](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#share-link) 
    - [Changing the 'Anyone with the link and password' link password](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#password-change)

- [Folder structure and naming conventions](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#conventions)

---

**Note:** Internal = diocesan email address; External = other email address

### **Access & Sync the Meetings Portal to your Computer**

**For internal members only** (see guide section 1)

1. Go to **[www.stalbansdiocese.org/meetings](https://www.stalbansdiocese.org/meetings)**
2. Select **Sync**

**![](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Jan-09-2024-11-58-07-2128-AM.png?width=534&height=112&name=image-png-Jan-09-2024-11-58-07-2128-AM.png)**

---

### **Adding New Members**

- **Adding Internal Members** 
    - Enables member to see folder listed at **[stalbansdiocese.org/meetings](https://www.stalbansdiocese.org/meetings)**. Note they will also be able to use the share link with password. 
          1. Go to **[stalbansdiocese.org/meetings](https://www.stalbansdiocese.org/meetings)** 
                   1. eg. for DBF right click on Diocesan Board of Finance
          2. Right click on the meeting group's root folder
          3. Select 👤**Manage Access**
          4. Select the **Links** tab
          5. By the existing **People you specify can view** link select the ⚙️**cog** icon  
             ![](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Feb-03-2026-11-22-02-7120-AM.png?width=467&height=398&name=image-png-Feb-03-2026-11-22-02-7120-AM.png)
          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.
- **Adding External Members** 
    - No additional work required. The meeting folder link is sufficient for access.
    - See admin guide section 5 for more information.

---

### Removing Members

- **Removing Internal Members** 
    - Removes member's ability to see folder listed at **[stalbansdiocese.org/meetings](https://www.stalbansdiocese.org/meetings)**.
    - Note they have also had access using the share link with password so [change the password of the shared link](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#password-change) as well. 
          1. Go to **[stalbansdiocese.org/meetings](https://www.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. Under the existing **People you specify can view** link expand the people list by selecting the `˅` **Chevron down** button
          6. Find the person you wish to remove and select the **X** next to their name  
             ![](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Feb-03-2026-11-43-10-2898-AM.png?width=459&height=503&name=image-png-Feb-03-2026-11-43-10-2898-AM.png)
          7. Change the [Shared Link password \>](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#password-change)
- **Removing Internal & External Members** 
    - [Change password of the Shared Link \>](https://help.stalbansdiocese.org/how-do-i-manage-a-meetings-group-in-the-diocesan-meetings-portal#password-change)
    - 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.

**Tip:** Always test the link and password in a [private or incognito browser session](https://help.stalbansdiocese.org/private-browsing-session?hsLang=en) before distributing.

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

**Note:** When this password changes, you will need to tell the current meeting group members for access.

1. Go to [stalbansdiocese.org/meetings](https://www.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
   
   ![](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Feb-03-2026-11-44-13-9092-AM.png?width=472&height=402&name=image-png-Feb-03-2026-11-44-13-9092-AM.png)
6. To keep it easy to type in it is recommended you combine 2 or 3 words together and include numbers and symbols 
     1. Enter a new strong but memorable password into the password field
        
        ![image-png-Oct-01-2025-10-53-25-1431-AM](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Oct-01-2025-10-53-25-1431-AM.png?width=456&height=401&name=image-png-Oct-01-2025-10-53-25-1431-AM.png)
7. Select **Apply**
8. Test the link and new password in an [private or incognito browser session](https://help.stalbansdiocese.org/private-browsing-session?hsLang=en) 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:

![](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Jan-09-2024-12-13-43-1941-PM.png?width=670&height=247&name=image-png-Jan-09-2024-12-13-43-1941-PM.png)

---

### Related Links

- **[Diocesan Meetings Portal - Guide for Admins \>](https://stalbansdiocese.sharepoint.com/:b:/r/sites/meetings/Shared%20Documents/Admins%20Meeting%20Portal%20Guides/Diocesan%20Meetings%20Portal%20-%20Guide%20for%20Admins.pdf?csf=1&web=1&e=B0xGSs)**  
    - 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 \>](https://help.stalbansdiocese.org/how-do-i-access-the-diocesan-meetings-portal?hsLang=en)**

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