How to use AgendaWorx

How quick is it to load an agenda or board pack on AgendaWorx?

Click here for a step by step quick overview of how to load an agenda on AgendaWorx.

Each of the steps are discussed in more detail in the quick videos below.

More detail on each step

  1. How to create an agenda on AgendaWorx quickly and easily (90 seconds)
  2. How to create an agenda from your previous minutes or an agenda template on AgendaWorx (30 seconds)
  3. How to edit your agenda items on our standard Word editor in AgendaWorx (40 seconds)
  4. How to copy content into and out of AgendaWorx?
  5. How do you edit your agenda content in AgendaWorx?
    1. How to Audio Record or Dictate on AgendaWorx (2 minutes)
    2. How to transcribe audio recordings on AgendaWorx? (1 minute)
    3. How to add a voting poll in AgendaWorx? (1 minute)
    4. How to add new items to an agenda in AgendaWorx?
    5. How to add a main item on AgendaWorx (1 minute)
    6. How to add a secondary or sub-item underneath a main item on AgendaWorx (30 seconds)
    7. How to add items and content on the back end (Secretary login section of AgendaWorx) (3.5 minutes)
    8. How to add introduction content or an attendance register above your first agenda item on AgendaWorx (21 seconds)
    9. How to assign people at an agenda item on AgendaWorx? (2 minutes)
    10. How to send automatic reminders to people who have been tasked on AgendaWorx (34 seconds)
    11. How to block people at an agenda item on AgendaWorx (45 seconds)
    12. How to add documents to an agenda item on AgendaWorx? (1 minute)
  6. How to edit your agenda content on ONE PAGE on AgendaWorx, instead of item per item (1.5 minutes)
  7. How AgendaWorx will change all fonts and sizes to your preferred font automatically (1 minute)
  8. How AgendaWorx collates all agenda documents and creates your PDF agenda automatically (2.5 minutes)
  9. How to view your agenda and combined PDF with all attachments on AgendaWorx (1.5 minutes)
  10. How to prepare a Zip File of all your attachments in AgendaWorx (10 seconds)
  11. How to publish an agenda for viewing by meeting attendees on AgendaWorx (13 seconds)
  12. How to notify meeting attendees of an agenda on AgendaWorx 
  13. A QUICK SUMMARY of how to create an agenda on AgendaWorx (4 minutes)

 

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User Access vs Secretary Access in AgendaWorx:

AgendaWorx has two ways to access the system.

  1. One is front end user access.  This URL would have been provided to you by your AgendaWorx On-boarding hero.
  2. The second option is the back end or the content management system.  This will always have /admin added to the front end URL.  The Back end is accessed by the secretary or site administrators to create meeting minutes, agendas and board evaluations. 

To do: Take a moment to click on the star next to the URL in your browser and bookmark it as a favorite for easy access in the future.

 

User vs Secretary access on AgendaWorx by Zeldeen Muller

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How to create an agenda on AgendaWorx quickly and easily

  1. Click on "Agendas" at the top of your menu
  2. Then click on "New Agenda" in the orange bar.
  3. On this page, you will complete the agenda title. This can be whatever the name of your committee or meeting is. On AgendaWorx, we do not believe in typing anything twice. So, if you have already typed this committee name on a previous occasion, it will automatically be in the drop-down box for you to select.
  4. You will then choose your:
    • meeting date, 
    • meeting time,
    • RSVP date,  and
    • agenda venue, which will appear in the drop-down list if you have created it before. 
  5. Next, you will assign the user group that is allowed to see your agenda.
  6. If you do not want your items to be numbered automatically, you can uncheck that box.
  7. Finally, click "Save & Load Content".

 

 

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How to create an agenda from your previous minutes or an agenda template on AgendaWorx

On AgendaWorx, we create an agenda from previous minutes, or you might decide to copy your first few items from a previous agenda because those first few items are usually standard across agendas.

  1. Select the minutes that you want to create your agenda from the drop-down.
  2. Look at all the items that were in your previous minutes, and untick those ones that you don't want to copy across to your agenda.
  3. Click on "copy and preview" on the front-end.

As easy as that.

 

 

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How to edit your agenda items on our standard Word editor in AgendaWorx

You can edit your agenda quickly and easily. Multiple users can work on an agenda simultaneously in AgendaWorx. Thus, one person can be occupied with fixing item number one, while another person is engaged in working on item number two.

On the left-hand side, you will see your main items. In the middle, you will see your item content as well as any sub-items.

Right at the top, you will see a process that says "Prepare agenda for release". You will just follow the easy process.  AgendaWorx AI does a lot of the work in this process for you.

 

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How to copy content into and out of AgendaWorx?

AgendaWorx uses a standard Word editor. So you will not have to learn anything new. If you can work on Microsoft Word, you can work on AgendaWorx. 

You can copy content from anywhere - Word, Excel, E-mail or Slides and paste it into AgendaWorx.  You can copy content from AgendaWorx, paste it into Microsoft Word it, work on it, and paste it back into AgendaWorx.

To copy content, select your content:

  • Right-click and select copy, and then right-click to paste. 
  • Or use the shortcut keys on your keyboard such as (Control-C to copy and Control-V to paste)

 

 

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How do you edit your agenda content in AgendaWorx? 

You can edit content either item by item with the pencil at every agenda item or on one screen under "Edit Full Agenda" at the top in the section that says "Prepare Agenda for Release". 

Important: Do NOT fix justification or fonts or font sizes, AgendaWorx will do it all for you with one button after you have added your content.

Let's look at how to add content item by item.

  1. Scroll down to your first item.
  2. Every single agenda item looks exactly the same.
  3. The only icons you need to remember are the ones on the right, and we'll quickly go through each one.

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How to Audio Record or Dictate on AgendaWorx

On AgendaWorx, we speak, we don't of type. Speaking is much faster than typing. The reason why people hesitate to dictate is usually due to mismatched thoughts, numerous mistakes, and uncertainty about punctuation. There may also be tense issues if English is not your native language. However, on AgendaWorx, the AI will correct all of that before your content is inserted into your agenda. So please feel free to dictate. You can speak as fast as you like. You can also play meeting recordings or audio files for AgendaWorx to transcribe and include in your content.

  1. To record, simply click on the microphone button.
  2. The first time you record, your browser will ask for permission to record. Just click "allow,"
  3. Then click the microphone button below the first one, to start your recording.
  4. The recording time is displayed at the bottom.
  5. You can pause during your recording and stop when you're finished. 
  6. You will see AgendaWorx processing your recording.  Make sure it says SAVED. 
  7. Now refresh your screen to see your recording.

How long can a recording be on AgendaWorx?

AgendaWorx limits recordings to a maximum of five minutes per recording. You can make as many recordings per agenda item as you want. If you want AgendaWorx to transcribe for you, try to keep recordings ideally under three minutes, as longer recordings may be challenging for the AI to transcribe. You can also use the recording feature to capture important discussions during meetings. 

 

How to Audio Record or Dictate on AgendaWorx by Zeldeen Muller

 

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How to transcribe audio recordings on AgendaWorx?

  1. Click on the "Transcribe" button, the blue button located next to the recording.
  2. Click on "Display Transcription". If you have multiple small videos, you can transcribe all of them and then click on the link at the bottom that says "Display all transcriptions for this item".
  3. You will see two screens side by side:
    • On the left is your verbatim audio recording, with punctuation already added, with no typos or spelling issues. 
    • On the right is the corrected text that AI has professionally rewritten for you
  4. Choose which version you want to insert in your agenda by either clicking on "Save Text As-Is to Item" or "Save Grammar-Checked Text to Item".

And voila, you created professional text for your item in no time.

 

How to transcribe audio recordings on AgendaWorx by Zeldeen Muller

 

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How to add a voting poll in AgendaWorx?

  1. Click on the voting poll button.
  2. Type any question you want.
  3. Change your options (you can have as many as you want).  
  4. Add a semicolon between your options. You don't need to add a semicolon after the last option.
  5. If you want to add a comment box for your users, you can do so. Their comments will not be displayed on the front end, but you can see it in the CMS (back-end of AgendaWorx).
  6. If you want to keep it anonymous, do not check the box that says "Show names in the result".
  7. When you are finished, just click on "Add Poll".
  8. To make any edits, click on "Edit Poll".
  9. To delete it, click on "Delete Poll".

 

 

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How to add new items to an agenda in AgendaWorx?

You can add agenda items on AgendaWorx either on the front end or on the back end.

On the front end:

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Add a main item on AgendaWorx

  1. Click on the icon that looks like a little circle with a plus sign and a down-facing arrow at the top, underneath your agenda heading, next to the pencil. 
  2. From the drop-down box,  select the item that will be above this new item.
  3. Type in your item name (you can change this later)
  4. Add your item content
  5. Click "Save".

 

 

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Add a secondary or sub-item underneath a main item on AgendaWorx

  1. Move to the main or sub-item that will be ABOVE your new item
  2. Click on the icon that looks like a little circle with a plus sign and a down-facing arrow at the top.
  3. Type in your item name (you can change this later)
  4. Add your item content
  5. Click "Save".

 

Add sub-items underneath a main item on the front end of AgendaWorx by Zeldeen Muller

 

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On the back end (Secretary login section of AgendaWorx)

  1. Click on Agendas in the menu at the top.
  2. Find the agenda that you are busy working on and click on the pencil next to your agenda. Your main items are in white, your sub-items are in gray. AgendaWorx can accommodate up to four levels of numbering so 1.1.1.1.  You can tell AgendaWorx on what level you want to add an item by using the arrows on the left. 
    • If you want to add an item on the same level, you will click the arrows that point straight down.
    • If you want to add an item underneath your item (as a sub-item), then you will choose one of the arrows with an elbow. An elbow means "please add the content for me underneath this item." 
  3. Type your item name.
  4. In the drop-down box next to "Sub-item To", you can select whether it must be a main item (NONE-PARENT) or whether you want it under any one of the other items. 
  5. You can add people to be tasked here, just click on "Click to Add person".  To remove a person, just untick the box next to their name.
  6. You can also add notifications and AgendaWorx will send reminders to those people who were tasked on the dates that you specify here.
  7. And you can over-ride the numbering of this item if you tick the box next to "Do not number this item". 
  8. Your item will automatically be set as a pending item. Your agenda will not publish if there are any pending items. This is a fail-safe for you. You will also see that there's a pending comment box. Here you can make any notes you want, and no-one will ever be able to see them. So let's say you are still waiting for your cash flow statement, you can set the item as pending and add that note in there. You'll have to untick that pending box if you want the item to be live.
  9. And then you can add your content in the standard Word interface. 
  10. Scroll up, and click "Save".

If you want to preview your agenda, click on "Preview Agenda" in the orange bar at the top, and you will be able to see what it looks like on the front-end.

 

 

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You can add introduction content or an attendance register above your first agenda item on AgendaWorx

This content is above your first item, such as an attendance register.

  1. Click on the pencil right at the top of your agenda just underneath the heading. 
  2. A standard Word interface will open and you will then be able to add the header text there. You can even copy your attendance register from a previous Word agenda or minutes that you have.
  3. Click on"Save"

 

You can add content or an attendance register above your first agenda item on AgendaWorx by Zeldeen Muller

 

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How to assign people at an agenda item on AgendaWorx?

  1. Click on the "Assign Person" button, which is the button that looks like a small head and shoulders at your agenda item. 
  2. A screen will open where you can select your chosen person. This will display a drop-down list of all the people who have access to view your agenda, meaning they are part of your user group. 
  3. Then assign an action from the drop down list.
  4. If you want to assign someone who is not on that list, such as an external person or a subcommittee member, you can enter their first and last name in the "Guest First Name" and "Surname" fields. If it's a subcommittee, simply enter it next to the first name. 
  5. Enter an email address if you want them to receive a task notification via email, although this is not mandatory.
  6. You can add a new action item if it is not already listed.
  7. Important, double-check to ensure that the action item or person is not already included on the list, as AgendaWorx will automatically add the person and action item to the drop-down list, making it easier to assign them in the future. Avoid adding the same person multiple times under "Guest First Name" to prevent duplicate names on the dropdown list. 
  8. There is an option to "Notify person of assignment". By ticking this box, AgendaWorx will immediately send an email to the assigned person, notifying them of the task on the agenda item.
  9. If you need to make any changes, click on the people icon again. If you want to remove someone from the assigned list, simply click on the small dustbin at the bottom. 
  10. Once finished, click on "Save".

 

How to task people at agenda items by Zeldeen Muller

 

 

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How to send automatic reminders to people who have been tasked on AgendaWorx

  1. Select the notification date by clicking on it and choosing a date from the calendar.
  2. To activate the reminder email, tick the box that says "Send reminder email". 
  3. Click on "Add notification".

To modify or delete a notification, click on the notification button and remove the existing notification.

 

 

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How to block people at an agenda item on AgendaWorx

  1. Click on the red "BLOCK PERSON" Icon at an agenda item
  2. Tick the box next to their name in the list of users who have access to the agenda. Blocking a parent will block all the associated sub-items. For example, if you block item one, the user will be unable to see any sub-items like 1.1 or 1.2. However, if you block a sub-item, they will still be able to view the main item, but not the specific sub-item or any child items beneath it. Note that if they download a PDF of the agenda, the blocked items will also be removed from their PDF.

How to block people at an agenda item on AgendaWorx by Zeldeen Muller

 

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How to add documents to an agenda item on AgendaWorx?

There are two different ways to add documents to an agenda:

Option 1: Drag and drop one or more files

  1. The first one is to drag and drop the files into the drag and drop box at that agenda item. You can select 15 files and drag and drop all of them at the same time. You can add any file formats such as Spreadsheets, Slides, Word documents and PDF's, even A3 documents, but if you want them to be included in the PDF, you have to load a PDF version as well.  
  2. Click on "Add files"
  3. Change the name if you need to or move them up and down to reorder them.  

Option 2: Upload them one by one

  1. Alternatively, if you are not comfortable with dragging and dropping, you can click on the "File Upload" icon. That is the one that resembles a small folder. Your files will be loaded one by one.
  2. You can  either use the standard option that says "Use File Name" and the file will retain the name that it has on your computer or you can change the name, for example to "Annexure A".
  3. Browse to the document on your computer.
  4. Click on "Save".

 

 

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How to edit your agenda content on one page on AgendaWorx, instead of item per item 

  1. Click on "Edit Full Agenda" at the top in the section that says "Prepare Agenda for Release".
  2. You will see all your items on one screen and can easily make edits.
  3. Just make sure to click on "Save Item Text" after making any edits, as this is very important for saving changes to every item.
  4. Important: AgendaWorx will handle the formatting of fonts, justification, and font sizes in the next stage of the process, so you do not need to make any adjustments to those. You can use bold, italics, or underline since AgendaWorx will not change those. 
  5. If you want to add a page break at a specific place in an agenda, simply click on "Insert" and scroll down to find the option for a "Page break".
  6. Once you are done and have saved everything, click on "Back to Interactive View".
  7. You may receive a warning stating that some changes might not have been saved. This warning is from your browser and is unrelated to AgendaWorx, so you can safely disregard it.

 

How to edit your agenda content on one screen on AgendaWorx instead of item per item by Zeldeen Muller

 

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How AgendaWorx will change all fonts and sizes to your preferred font automatically

You would probably have copied content from emails, slides, spreadsheets, and other Word documents, resulting in a mishmash of different fonts and font sizes.

AgendaWorx will fix all fonts and sizes with the click of one button.

  1. Click the "Clean Fonts" button at the top in the section that says "Prepare Agenda for Release".
  2. AgendaWorx will scan your entire document, fix the fonts used, and fix their respective sizes.  It will not touch your bold, italics and underline, not to worry.
  3. If your agenda contains tables, you can check the box labeled "Tick to Fix Table Borders."
  4. You can click this button as many times as you need.

 

 

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How AgendaWorx collates all agenda documents and creates your PDF agenda automatically

  1. Click on the "Prepare PDF" link located at the top, under the "Prepare Agenda for Release" section.

AgendaWorks will:

  • include all attachments in the proper sequence, alternating between agenda items and their corresponding attachments, all within one file.
  • number all your pages from the front to the back,
  • create an index at the beginning,
  • generate clickable bookmarks for your document, and
  • add page numbers to both the bookmarks and the index. 

You can click this link repeatedly whenever necessary. If someone sends you a document just before your agenda needs to be distributed, simply drag and drop it into the agenda, click "Clean Fonts," and then click "Prepare PDF" again. AgendaWorx will execute all these actions swiftly and seamlessly.

 

 

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How to view your agenda and combined PDF with all attachments on AgendaWorx

  1. Click on "Download PDF Version" OR if it's a combined PDF, you will click on "Download Combined PDF".

Your users on the front end, once your agenda is published, will also be able to either view the agenda without the attachments or download the combined PDF with attachments.

 

How to view your agenda and combined PDF with all attachments on AgendaWorx by Zeldeen Muller

 

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How to prepare a Zip File of all your attachments in AgendaWorx

  1. Click on the "Prepare Zip File" link located at the top, under the "Prepare Agenda for Release" section. This will prepare a zip file of all your attachments for those people who would like to download a zip file.

 

How to prepare a Zip File of all your attachments in AgendaWorx by Zeldeen Muller

 

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How to publish and agenda for viewing by meeting attendees on AgendaWorx

  1. Click on "Publish Agenda" link located at the top, under the "Prepare Agenda for Release" section. Your agenda is now live and can be viewed by meeting attendees.
  2. You can click on "Publish Agenda" again if you want to unpublish your agenda.

 

How to publish an agenda for viewing by meeting attendees on AgendaWorx by Zeldeen Muller

 

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How to notify meeting attendees of an agenda on AgendaWorx

  1. Click on "Send Email" link located at the top, under the "Prepare Agenda for Release" section to send an email to your meeting attendees of your agenda.
  2. You will see a list of all the people on the subcommittee or committee who are allowed to see this agenda. Untick the people who you do NOT want to send it to.
  3. Type an email subject, such as "Latest Agenda Available". 
  4. Then select one of our templates from the list of templates.
  5. Click on "Prepare to Send". It won't send it yet.
  6. Now you will see a template that we have already created for you. All of the information that you see between the stars will be pulled in by AgendaWorkx, such as the user name, and surname. You can now add content, edit, highlight things, and change the colors in the standard Word editor.
  7. If you are ready to send it, scroll down to see who it will be sent to. You can see your recipient list. 
  8. If you are happy, click on "Send Email".
  9. AgendaWorx will show you who the email was successfully sent to. If it bounced, it will immediately tell you that your email bounced.
  10. On the back end, there is an email report where you will be able to see who the emails were sent to.

And that is your agenda done and dusted in no time.

 

 

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A quick summary of how to create an agenda on AgendaWorx

Let's look at how quick it is to create an agenda, now that you know how to use the editing tools.

 

 

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