About Meetings

Invono One provides two distinct methods for creating meetings that cater to varying user experience levels. The first approach acknowledges the need to upload agendas and protocols created outside the Invono One platform, allowing users to utilise tools they are already familiar with. The other approach leverages Invono One's advanced in-built workflows to promote collaboration and better workflows within the organisation, facilitating real digital transformation. The two modules that embody these approaches are:

• Standard Meetings.
• Smart Meetings.

Both meeting modules come with advanced filter modes so that you can quickly find specific meetings by:

• Meeting date or a select date range.
• Meeting status.
• Meeting type.
• Meeting created by.
• Attended by.
• Template used.

Standard Meetings - Default

Invono One's 'Standard Meeting' module enables the ability to quickly spin-up meetings, invite attendees, track responses, together with securing and accessing documents in a central location making for convenient access and retrieval. Key features include:

• Add meta data such as a title, name, and the meeting's objective with the added ability to add tags better search functionality.
• Add a date together with the meeting's start & end times.
• Add a location of where the meeting is held with the ability to assign physical addresses, online links and logins to apps such as Zoom, and phone options.
• Add, invite and manage attendees whether they are team members, shareholders or external contacts that are not registered with Invono One.
• Utilise Invono One's in-built attendee attendance register to document who attended the meeting.
• Assign administrator rights if limiting control to a specific person
• Attach an agenda with extended privilleges as follows:
  • Not visible, the document is private to the meeting administrators only.
  • Visible to attendee during and/or after a meeting.
  • Visible to attendee during and/or after a meeting only.
• Add attachments either as uploaded documents and/or links to documents from within Invono One's 'Documents', also with the same extended privileges as above.
• Start meetings.
• Complete the attendance register to document who attended, and how i.e. physically, via webcam, or telephone.
• Upload protocols with the ability to publish 'distribute to attendees' as a single document and/or attach any attachments ( PDF only ) to create one single PDF document.
• With the Invono One 'Electronic signature' module you can also digitally sign the protocol when publishing. This can be done in combination with creating one PDF from multiple attachments as described above.
• Create and assign tasks to attendees and/or members outside of the meeting, together with tracking progress, commenting on tasks, and setting due dates to alert the assigned for action.

Standard Meetings - AGM

The additional features bring a whole new dimension to 'Standard Meetings' by enabling stricter shareholder attendance verification together with a comprehensive voting module, comprising the following features:

• Appointing a meeting administrator who has full control, thus preventing other company administrators and contributors from making errors.
• A more advanced attendance register incorporating 'verified status' to ensures that only those attending a meeting remotely are also able to vote.
• An upgraded 'People List' that offers advanced functionalities, such as 'Quick Sort' to categorise the list by teams and/or shareholders. The 'Advanced Filter' can be applied to further refine the list by specific members and/or shareholders, particularly beneficial for companies with extensive lists.
• Invono One's 'Voting' module raises the bar even higher for hybrid AGMs allowing companies to engage with their shareholders seamlessly regardless of whether they are physically present at the meeting or remotely logging in via a webcam.
  • Generate questions either before or during a meeting directly within the 'Voting' module.
  • Present questions with a single click, prompting all attendees to respond in real-time. The questions can be either timed or open-ended, allowing the administrator to control when the voting session ends manually.
  • Monitor responses live whilst Invono One automatically calculates the ownership voting percentages derived from your company's share resister data provided that a share register has been set up with Invono One.
  • Built in 'admin overrides' for special scenarios requiring shareholder assistance.
  • Invono One archives all questions and answers, enabling easy retrieval and review of the results for protocol documentation purposes.

The AGM functionality is a component of the Standard Meetings module, which provides a comprehensive set of features. While it is not mandatory to set up a shareholder register with Invono, not doing so limits the voting module to basic results display. Calculating results based on shareholder ownership percentages requires additional data, which can only be sourced from a shareholder register if it is available on Invono One.

Smart Meetings

Invono One's exclusive 'Smart Meeting' module caters to organisations seeking greater control and collaboration through advanced workflows that introduce a new dimension of digital transformation. Alongside the key features of the 'Standard Meeting,' such as quick meeting creation, attendee invitation, response tracking, and secure document storage in a central location, 'Smart Meetings' also includes the following features:

Meeting preparation and administration:

• Choose a default or create a custom meeting template based on recurring themes, such as agenda topics and group-based meetings that align with a team's focus.
• Add metadata, including a title, protocol reference, meeting name, and meeting objective. Tags can also be added for better search functionality.
• Specify the meeting's date, start and end times.
• Indicate the location of the meeting and assign physical addresses, online links, logins to apps like Zoom, and phone options.
• Add attendees, including team members, shareholders, or external contacts not registered with Invono One.
• Assign a secretary to handle administration control.
• Assign a chairman, along with other company functions such as an accountant, vice president, etc., from a default list or create new functions on-the-fly.
• Setup the agenda by adding an unlimited number of agents topics, each with a title, duration, and classification i.e. whether the agenda topic is for information purposes or is up for discussion, and so on.
• Assign presenters to agenda topics, provided they have been added as attendees.
• Add notes that can be hidden from attendees or visible based on requirements.
• Add attachments either as uploaded documents or links to documents from within Invono One's 'Documents' module. Access levels can be customised, including:
  • Not visible, the document is private to the meeting administrators only.
  • Visible to attendee during and/or after a meeting.
  • Visible to attendee during and/or after a meeting only.
• Ceate and pre-assign tasks at the agenda topic level if any tasks need to be fulfilled before the meeting.
• Send invites to attendees with one click.
• Manage attendees by tracking responses, resending invites to non-responders, and deleting attendee requests.

Inviting your organisation's internal and external teams to register a personal account with Invono One offers numerous advantages, including the assurance that meeting invites will be directed to the correct inbox.

During the meeting, the secretary can:

• Initiate the meeting, which grants them full control and prevents other company administrators and contributors from making errors.
• Complete the attendance register to document who attended and how, such as physically, via webcam, or telephone.
• Write protocol notes for each agenda topic as the meeting progresses.
• Add personal notes that are visible only to them.
• Upload and/or link additional documents as required.
• Add and assign tasks to attendees and/or other members belonging to the company account.
• Mark off completed agenda topics.
• Close the meeting in preparation for finalising the protocol.

During the meeting, the attendee can:

• Open the meeting agenda within Invono One or via the invite link they received when invited to the meeting.
• Follow the agenda and access any attached documents by agenda topic, as well as any additional documents not associated with a specific topic.
• Print out the agenda.

The protocol preparation:

• Correct any errors, such as the meeting title, name, or attendee status.
• Update protocol notes for each agenda topic.
• Upload and/or link any required documentation.
• Request feedback from selected attendees and/or other administrators to review protocol notes.
• Track feedback requests, make required protocol note amendments, and request further reviews.
• Check off updated agenda topics based on readiness.
• Select and customise the final protocol's PDF output to reflect your company's brand fonts and styles.
• Publish and distribute the protocol to all or selected attendees as a single PDF document, including any attachments (PDF only) to create one unified document.
• Use Invono One's 'Electronic Signature' module to digitally sign the protocol when publishing, optionally creating a single PDF from multiple attachments.

The protocol:

• Access and review the online protocol.
• Filter the document, tasks, and notes visibility to declutter agenda topics.
• Access and review attached documents.
• Review tasks and their status.
• Write, update, and retrieve personal notes.
• Print a PDF version of the protocol.
• Override unpublished and edit protocols.
• Archive protocols to remove them from view but not delete them.

The Root Directory in Meetings

The term 'Root Directory' refers to the representation of meetings within the 'Meetings' section. When accessing this section, all meetings are immediately listed. By default, they are ordered based on the 'Meeting' date.

Groups

In addition to the 'Root' structure mentioned above, users can create and manage meetings arranged by groups, providing an additional layer of familiar organisational structure.

The 'Root' structure and groups work seamlessly together, offering flexibility in sorting groups using the 'Quick Search & Sort' as detailed below.

Should both methods prove insufficient, users can resort to the 'Advanced Filter' feature, which provides further assistance in narrowing down search results and refining task selection.

Permissions

'Permissions' encompass two distinct aspects as follows:

• At the group level, users can grant access to specific teams or individuals, thereby defining who can access the meeting within a particular group.
• At the meeting level i.e. defined by who administers the meeting such as the secretary, chairman, etc. and if the status of the meeting has been set to either pre-meeting, active, or post meeting. Outlined as follows:
  • Standard Meetings
    • Default meetings whereby any team member with access rights can update the meeting.
    • AGMs whereby only the assigned administrator can manage the meeting.
  • Smart Meetings
    • Pre-meeting: Only the meeting creator, secretary, and assigned chairman can administer the meeting.
    • Active meeting: Only the secretary can manage the meeting ( includes an override in case the secretary is not available or has changed ).
    • Post meeting: Only the secretary can manage the meeting.
• At the participant level i.e. the attendees based on the meeting status such as pre-meeting, active, or post meeting.
  • Pre-meetings access to agenda and any documents if assigned visibility rights.
  • Active meetings access to agenda and any documents if assigned visibility rights.

By offering this granular control over permissions, Invono One ensures that access to groups and meetings can be precisely managed, allowing organisations to maintain data security and confidentiality in accordance with their specific requirements.

Advanced Search

Enhanced search and retrieval capabilities save time and boost productivity. Find relevant meetings quickly and effortlessly by:

• Meeting date.
• Date range from, to.
• Meeting status.
• Attendees notified.
• Meeting template used.
• Meeting the i.e. Standard or Smart Meeting.
• Created by.
• By Attendee i.e. those that attended.
• Show archived meetings.
• Show deleted meetings ( soft delete feature for completed meetings only ).

Quick Search & Sort

Invono One provides the functionality to sort meetings by 'Group' and 'Tag', offering real-time suggestions for similar named groups or tags as you type. This feature enhances the user experience by facilitating quick and accurate sorting based on groups or tags associated with the tasks.

Reaching out to Invono support

We strive to respond promptly to all support queries, but please be aware that we are a small team of developers working on Invono One. This means that there may be times when the support 'Chat' is not actively monitored during the time when you require assistance. In most cases, the 'Chat' function will automatically convert to an email notification that will reach our team for action.

Please note the following support options available to you:

• Chat is available during office hours from 9:00 to 17:00 CET.
• Email is available 24/7; however, we can only respond during the office hours as mentioned above.

In some cases, our support team may require access to your account to address specific issues. We request that you grant us access to bypass your login by selecting the 'Grant access to Invono support' function, located at the top of your profile page. This can be accessed by clicking on the 'More Action' icon. You have full control over this aspect.