Managing a Board or Committees with Cureo

Now that you've Set up your Board in Cureo, you are ready to start your ongoing management. You can also use this same process for managing any committees. You'll simply need to set up new groups for each committee, then add members to their committee groups.

Pre-Meeting

During and After Meeting

Between Meetings

Pre Meeting

Use the Meetings module to create new meetings for your groups. Select "Invite Entire Group" to include all of the members in that group.

Send Email notification so members can add the meeting(s) to their personal calendar.

A couple of tips with email notifications:

If you prefer to send only the next meeting right now so as not to send them all at once, you can still create the meetings in the calendar now (so they would be visible at the Welcome Widget), but send the notification/invite later. Just click Not Now when asked about sending notifications for those meetings.
If members have previously received invites for meetings via some other calendar application, choose Not Now when prompted to send email notifications. Otherwise, they will end up with a duplicate event on their calendar, which creates confusion. The meetings will still be visible in the application and the Welcome Widget for the good of the group.

Distribute Files: Send out meeting documents a few days before the event

Option 1: If you used Cureo to send out your meeting notifications/invites

From your channel's Files tab, click Add File.

Click on the drop-down arrow in the Put in Folder Field and select New Folder.

Give your folder a relevant name, then click Save.

Select your files, then when the upload is complete, click Next.

To share the files via email, type the Group name in the To box, update your subject line (customization is recommended rather than using the default), type any message you wish, and click Send Email.

Board and Committee Members will be able to open the file directly from the email notification they receive.

Option 2: If meeting files will be uploaded by multiple team members and sent out once everything is ready, you can share the entire folder.

From the Files tab in your channel, click New Folder to create the meeting folder.

Name your folder and click Save.

Members upload files directly into the folder. When files are being uploaded individually, when you get to the Notification screen, click Not Now. You'll be sharing the entire via email a little later.

When the folder is complete and you are ready to send, click on the box next to the folder name.

Click I want to, then Share.

Members will receive a link to the folder and be able to access the files directly from the email.

During or after Meeting

Take attendance.

From your channel's Event tab, open the meeting. Click Take Attendance.

Update attendance status for members. Attendance can be exported to a CSV or copied directly into your meeting minutes using the Copy or Export Attendance buttons.

Use Tasks to keep track of action items and to-dos

Add new tasks for each action item and assign to the appropriate team member. From your group, click the Tasks tab, then Add Task.

Fill in the appropriate information (including attaching any files, if needed) and click Next.

Customize your subject line, include a message (if desired) and click Send Email. Members will be able to update task status and complete the task directly from the email they receive or from the Welcome Widget.

You can quickly view the entire list of to-dos for the channel by adjusting the filter from Mine to All.

Between meetings:

Group discussions: Use Messages to have discussions and have them archived.

From your channel, go to the Dialogs tab and click Add Message.

You can send to the entire Group by clicking the box or type in individual names to limit the discussion to a few relevant members. NOTE: Messages are by default a reply-all email. If you wish to have replies only come to you, check the BCC all recipients box.

If you have files relevant to the discussion, they can be attached directly to the message and will be available in the email.

Members will be able to reply to the Message directly from their email inbox, but all responses will be archived in Cureo. If a user prefers not to receive the email notifications for a particular discussion, they can turn them off by using the Mute Message feature.

Communications: Use the News feature to send updates and board/committee news as needed.

Using News provides an opportunity to curate really impactful, engaging communications to your board. You can include not only a message to the group, but also include files, images and even videos that you'd like to share.

From your Group, go to the News tab and click Add News.

If this is your first time using News, you can get a step by step guide HERE or watch a video tutorial HERE.

For your board or committee communications, you'd want to use the following settings:

Visibility Options: Targeted, then select the appropriate Board or Committee channel

Email Options: Send via email

A huge benefit of using News is that you get full visibility as to the viewing history (this is only visible to administrators).