Meeting and AGM coordination involves confirming dates, collecting agenda items, tracking RSVPs, and distributing materials to owners and committee members. Manual coordination is time-consuming, with repeated follow-ups to non-responders and manual data entry creating bottlenecks.
Automation collects agenda items and RSVPs through structured forms, compiles and formats the agenda automatically, and sends reminders on schedule. The result is faster preparation, accurate attendance tracking, and more time for strategic work.
The full workflow, from trigger to completion.
A new meeting is created with the scheme name and meeting type (committee, owner, AGM) in the title.
The automation reads the meeting date, time, venue, and attendee list.
An automated email is sent to all owners and committee members requesting agenda items by a set deadline (7 days before the meeting).
The automation tracks email replies and agenda items submitted via a shared Google Form or email inbox, logging them in a central spreadsheet.
The automation pulls submitted agenda items from the spreadsheet, organizes them by category, and generates a formatted agenda document.
The automation sends the agenda and meeting details to all attendees, then schedules reminder emails at 7 days, 3 days, and 1 day before the meeting.
An automated form link is included in the agenda email, allowing attendees to RSVP and confirm attendance. Responses are logged in a spreadsheet.
The automation sends a summary to the manager 2 days before the meeting with final RSVP count, agenda items, and any flagged changes or missing responses.
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