Frequently Asked Questions

Topics, Description, Action Items, Follow ups? I don't get it...?!

– Topics: are the agenda points that have to be discussed. And can be skipped . They are usually created before the actual meeting and sent via agenda mail.
– Descriptions: Are created during topic discussion. Descriptions outlines what was discussed for a specific topic. In other words these are the minutes
– Action Items: Are created during the meeting. Action items document WHO-WHAT-WHEN if something has to be done to drive a topic forward.
– Follow ups: When are you meeting next? What will be discussed (topics)?

How can I become the moderator of a meeting series?

Two ways:

You create the meeting series. Now you will be moderator of this meeting series.

Someone else is moderator of the meeting series. A moderator can promote other users to be also moderators.

How can I invite other people to a meeting series?

If you are a moderator of the meeting series, open the « Meeting ». On the right select the section « Invited Users ». Enter the email address. Finally click the « Save » button.

How can I leave a meeting series?

If you are a moderator: You cannot remove yourself from the series alone. This is to ensure that there are no orphaned meeting series without any moderators. You, as a moderator, can leave the meeting series the following way: First make someone else to the moderator. Then ask this person to remove your user from the series. This can be done with the « Meeting dashboard ».

Another way is to delete the meeting

If you are not moderator: Log in to Getapy. On the list of your visible meeting series click on the meeting series. On the meeting series view click the button « Leave Meeting Series ».

My meeting minute is finalized but contains some error. How can I fix it? Is it possible to do an "un-finalize"?

Only the latest meeting minutes can be unfinalized if they are finalized. Open the meeting minutes and click the « pen icon » to unfinalize the meeting minutes.

It is not possible to un-finalize a meeting minute, if a newer meeting already has been created. If you have created such a newer meeting but there are no important changes to these newest minutes, you can delete the newest minutes and afterward you can un-finalize the previous meeting minutes.

How can I send the agenda or meeting minutes to a person who doesn't have a Getapy account?

Simply enter the persons mail address to the « Additional Participants » field of the meeting minutes. You can mix real names and mail addresses here

How can I send an action item to a person who doesn't have a Getapy account?

Simply enter the persons mail address to the « assigned » field. It will be available in the type ahead drop down box in the future meetings.

Can I see who un-finalized and the re-finalized a meeting minutes?

Yes. Inside the meeting minute hover over this (example) text: Version 3. Finalized on 2017-01-11 09:09:54 by user1 and you’ll see the finalize history

How do I change my user long name, mail address or password?

If you have a standard user account click on your username in the menu and choose « Edit Profile » or « Change Password ».

If you do not see these menu please contact the administrator or Getapy

How can I download a meeting minutes file to my local disk?

If you want to keep meeting minutes as files on your local drive (backups anyone?) then you might want to download a file with the meeting minutes. On a minutes view click the « download » button top right to download a file. If you do not see the download button, ask your admin to enable this feature (docGeneration).