> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/reports/meetings.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

A meeting gathers the applications a panel or board will consider. You build its agenda, generate
one PDF pack for the attendees, share it to their portal, record what was decided, and then record
the decisions themselves.

## Before you start

You need `Can generate document reports`. Without it, you don't see meetings.

## Create a meeting

1. Go to `Report > Meetings`.
2. Select `New meeting`.
3. Enter the `Title` and the `Date`.
4. Tick the grants whose applications the agenda will hold.
5. Choose who attends: an `Admin Group`, whose members all attend, and any Administrators or
   assessors you name under `Attendees`.
6. Tick the `Summary page fields` each application's summary page shows. Applicant, title, grant,
   amount requested and score are ticked to start with.
7. Select `Create meeting`. The meeting opens on its `Agenda` tab.

`Edit` on the meeting changes any of these until the minutes are finalised.

## Build the agenda

On the `Agenda` tab:

1. Search under `Add application` by number, title or applicant. Only applications from the
   meeting's grants that you can see are listed.
2. Select `Add application` beside each one you want.
3. Use `Move up` and `Move down` to set the order, and `Remove` to take one off.
4. Type an `Agenda note` for any item. It prints on the agenda and in the pack.
5. Select `Save agenda`.

## Generate the pack

On the `Pack` tab, select `Generate meeting pack` and choose the `Format`:

- `Board or panel pack`: a cover, the agenda, a summary page for each application, its grant's
  scoring matrix and a decision sheet, with the application number on every page.
- `Ministerial brief – Commonwealth` or `Ministerial brief – NSW`: also asks for the
  `Decision sought`, the `Guidelines and selection criteria` and the `Selection process`. The
  selection process starts filled in from the grant. The brief rates each application against each
  criterion as met, partly met or not met, and prints the rule it uses.

The dialog shows about how many pages the pack will run to. A pack over 500 pages is refused: take
items off the agenda or choose fewer summary fields. A brief is refused until every application on
the agenda has a finalised assessment, and the dialog names the ones still to finalise. A board pack
for the same meeting still generates.

The pack builds in the background, and the tab says so until it's ready. Each time you generate, a
new numbered version is kept. Regenerating offers the last version's format and typed text.

## Share the pack

When the latest version is ready, select `Share with attendees` and confirm. Each attendee gets it
in their portal and by email. Only the latest version can be shared.

An attendee who has declared a conflict of interest on an application gets a copy with that
application withheld: its pages, agenda note, scoring row and decision row. `Attendee copies` lists
each attendee's copy and how many applications it withholds. If someone declares a conflict after
the pack was shared, their copy is withdrawn and the tab asks you to share the pack again.

If a copy failed to build or its email didn't go, the tab says so. Select `Retry attendee copies`
to rebuild and resend just those copies.

If you add an attendee after sharing, the tab says they have no copy yet and offers
`Share with attendees` again. Sharing again builds and emails the new attendee's copy. Attendees who
already have theirs keep it.

An Administrator who attends but doesn't have `Can generate document reports` opens the link in the
email to see their own copy and `Download pack`. They don't see the agenda, the minutes or anyone
else's copy.

## Record the minutes

On the `Minutes` tab:

1. Tick who attended and type any `General notes`.
2. For each agenda item, choose the `Outcome` and give its `Rationale`, any `Dissent`, and a
   `Meeting note`. These are saved as the committee outcome and meeting note on the application.
3. Select `Save minutes`. Saving again changes only what you changed.
4. Select `Finalise minutes` when they're complete, and confirm. Anything you haven't saved is
   saved first, and if that save is refused nothing is finalised. Finalised minutes, and the
   meeting's agenda and attendees, can't be changed.

## Record the decisions

`Record decisions` on the `Minutes` tab opens a new funding decision with the agenda's applications
already ticked. A decision covers one grant, so a meeting with several grants shows one link for
each.

A decision holds at most 200 applications. If a grant has more than that on the agenda, its link is
split into batches, such as `Record decisions (1 of 2)` and `Record decisions (2 of 2)`, and each
opens its own decision.