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Meeting Papers: Agendas and Minutes People Can Stop
How meeting papers work in Swoop: a member can stop agendas and minutes without leaving your news, and admins can see who did before sending.
Meeting Papers: Agendas and Minutes People Can Stop
Agendas and minutes used to be sent like any other email, and a person who did not want them had only one way out: leave your news altogether. That was unfair to them and to you.
In Swoop, agendas and minutes are now their own kind of email, called Meeting papers. A person can stop them without touching anything else, and you can see who did before you send.
How a person stops them
Every meeting papers email carries an Unsubscribe link, and the Unsubscribe button some mail apps show above the message works too. The page asks first, so a work email filter that opens every link cannot stop anything by accident. When they confirm, it says they will not get meeting papers from your group any more, and that other emails from the group still come through.
It stops meeting papers and nothing else. Their news, receipts and invitations carry on.
What you see before you send
When you send the agenda or the minutes from Governance, then Meetings, Swoop shows how many people will not get it, and why:
- they have no email address
- they stopped meeting papers
- emails to them were stopped
- their address is not working
- the email service is blocking it
So you find out before the meeting, not after someone says they never saw the agenda.
Where you see who stopped
- On the person's card in People: the Email line says they stopped meeting papers, and the date.
- On the committee page: the note beside their name in Positions says the same, so a secretary can see at a glance that a committee member will not get the agenda.
- In their activity log.
General meetings
An AGM or special general meeting is different, because your rules may say every member must be told. Swoop reminds you on the send panel. If your rules do say that, check them, and tell anyone who stopped meeting papers another way, such as a letter or a phone call. The guide on how to run an AGM covers notice periods.
If someone marks one as junk
Meeting papers count as business email, not news. The first report stops nothing in Swoop and tells your admins. A second report stops every email from your group to that address. The guide on what happens when someone marks an email as junk has the detail.
Where it fits
Meeting papers are one of three kinds of email you choose between when you write a message. Swoop sets it for you when you send from Meetings. The guide on the three kinds of email has the rest.
Common questions
- What are meeting papers?
- The agendas and minutes you send out from Meetings. In Swoop they are their own kind of email, with their own on and off switch for each person.
- If someone stops meeting papers, do they stop getting my newsletter?
- No. Stopping meeting papers only stops agendas and minutes. Their news, receipts and invitations carry on.
- How do I know who will not get an agenda?
- Before you send, Swoop says how many people will not get it and why: no email address, they stopped meeting papers, emails to them were stopped, their address is not working, or the email service is blocking it.
- What about an AGM, where every member has to be told?
- Swoop reminds you on the send panel. If your rules say every member must be told, check them, and tell anyone who stopped meeting papers another way, such as a letter or a phone call.
- Can I turn meeting papers back on for someone?
- Not from the screens yet. Email ro@swoopcommunity.com.au with the person's name and group and we will do it for you.