Create and manage meetings | Zoho Sprints Help

Create and manage meetings

Create and manage meetings

Zoho Sprints enables you to create meetings. You can schedule meetings, setup reminders, schedule recurring meetings, and track scheduled, ongoing, and completed meetings.

The scheduled meeting can be an offline meeting or an online meeting based on your requirement. For online meetings, you can choose a provider. Zoho Sprints now supports hosting your meetings. You can select Zoho Sprints or any other provider as per your requirement. To use third-party providers, you need to configure a cloud meeting service with Zoho Sprints.

Meeting views

Quick and easily grasp your meetings in your preferred view by selecting it from the view drop down.
  1. Grid view: Meetings are displayed as cards
  2. List view: Meetings are listed in a tabular form
  3. Calendar view: Meetings are added to the calendar date wise 

Grid view and List view includes meeting details to gain more information about the meeting right from card or table. Display fields include:
  1. Meeting name
  2. Sprint name
  3. Meeting type
  4. Time
  5. Location
  6. Participants
  7. Date
Notes
Note:
  1. The Meetings module can be accessed only when the module is enabled for your workspace within the Modules Customization settings.
  2. Click the search icon and enter the meeting title to search for meetings.

Create a meeting

  1. Navigate to the required project in Zoho Sprints.
  2. Go to the Meeting module.
  3. Click the Create button.
    1. Enter meeting title.
    2. Enter the meeting date in the Scheduled on field.
    3. Select Duration of the meeting.
    4. Add Hosts. (Hosts are already included as participants)
    5. Select a provider for the meeting.
    6. Select participants.
    7. Select the recurrence type and the number of recurrences.
    8. Select meeting type.
    9. Set a reminder.
    10. Specify your meeting agenda.
  4. Click the Schedule button. The meeting is added to the listing page under Scheduled meetings.

Edit meeting

  1. Go to the Meeting module.
  2. Select the required meeting. The meeting details will appear.
  3. Make changes to the details.
  4. Click the Update button. The changes will be saved.  

Notes
You cannot edit details of ongoing or completed meetings.

Delete meeting

  1. Go to the Meeting module.
  2. Select the required meeting. The meeting details will appear.
  3. Click the delete icon on the right-side menu bar. A confirmation pop-up will appear.
  4. Click the Delete button. The meeting will be deleted. 


Start Online Meeting

Based on the provider selected for the meeting, you can start your online meetings right from within the list view or grid view or from the details view of the meeting.
  1. In the list view, click the Start button in the respective meeting to initiate the meeting.
  2. In the grid view, click the Start button in the respective meeting card.
  3. In the details view of the meeting, click the Start button at the top right corner.
Once the meeting ends, it moves to the Completed view automatically.

Meeting Transcript

A transcript of the meeting chat discussion will be available for download. You can download it by clicking the Download transcript icon available in the Completed meeting list view. 


Meeting Recording

If a meeting recording has started and ended, the recording will be available for download. You can download it by clicking the Download Recording icon available in the Completed meeting list view. 


Offline Meeting

You can host your meeting offline at any time. After the scheduled time, the meeting automatically moves to the completed view. Add the Minutes of Meeting (MOM) in the comments.

Email notification

Scheduled meetings: When you schedule a meeting the participants of the meeting will receive an email. This email contains detailed information about the meeting so that the user will know what the meeting is all about.

Rescheduled meetings: When the meeting is rescheduled, all the participants in the meeting will receive an email.

Deleted meetings: When the meeting is deleted all the participants in the meeting will receive an email.

Reminder: The reminder emails are generated to the participants based on the Reminder and Recurring Frequency that you set while scheduling the meeting.

How Zoho Sprints operates reminder emails for recurring meetings?

Once the 'Daily Stand-up' is scheduled, a reminder is sent to the participants everyday. The recurring frequency will be set as 'Daily' and the No. of Occurrences will be the date in which the sprint gets completed, canceled, or deleted. After the sprint ends, the reminder mail is automatically stopped.

Feed notification

A feed notification will be triggered based on the reminder and recurring frequency set while scheduling the meeting. The reminder will be triggered at the time of meeting as well. The host can start the meeting by clicking the Start button right from the reminder. The participants can join the meeting by clicking the Join button right from the reminder.