After a meeting has taken place it is necessary to 'verify' the attendance to correctly note who attended, who sent apologies and who did not attend at all. The verification can only work if the meeting has been associated with a board or board committee - see help on SETTING UP QUALIFYING MEETING.
For each Board or Board Committee there will be an 'expected' list of attendees (the board or committee members listed in the Board Records and in their Governor Record) and there may also be 'observers' or 'guests' at the meeting that may need to be reported.
Note: 'Former' board members will be shown as it may be necessary to correct attendance for earlier meetings
The following people can 'verify attendance' at a meeting:
1. The meeting owner (the person who created it)
2. Any user with 'Manage Meetings' in their user profile (only for meetings linked to a board they are on)
3. The GVO Manager
To verify the attendance navigate to the meeting and use the Attendance Button and select 'Verify Attendance'.
NOTE: If the 'Verify Attendance' option is not present this will be because you are not a member of the board for this meeting or no board (or committee) has been associated with the meeting.
This will open up the screen that shows the intended attendance entered prior to the meeting by users in the first column (which may not be what actually happened).
There is a 'free text' field that can be used to add any additional information about the meeting (eg to register that 'guests' attended the meeting, people arrived late/left eary and even specific conflicts of interest information). If any additional information is added this is retained for this meeting and will appear in the reporting tool as well.
The main 'verification' area is below. The 'Response' column indicates what the user had added prior to the meeting if they had updated their intention (intended attendance or otherwise) and this will be pre-populated.
Select the appropriate option for each person on the list - the people listed are those users who are linked to the board or committee this meeting is linked to.
On the right hand side is a drop-down list that allows you to select how you want this attendee to be reported for this meeting - this allows changing circumstances to be recorded - for example a Governor who is a committee member now but was not at a previous meeting.
The options are 'Board Member', 'Committee Member' or 'Other'.
The system will expect (and propose) that Board members (from the Board membership list) attend Board meetings and Committee Members (from their Governor Record) attend Committee Meetings but this can be over-ridden using the drop-down option - this allows for people who change roles during the year to be correctly reported.
By default when a meeting is 'verified' then further attendance updates by users are 'locked' to prevent post-event changes. If this is not required just 'uncheck' the lock button. The meeting owner, GVO Manager and any user with 'manage attendance' can still update attendance (to correct errors).
If there were 'other' attendees at this meeting select the 'others' checkbox and this will open up the full list of users in this GVO and they can be added as well - they will be reported as 'Guests/Observers' in the attendance list for the meeting and in the reporting tool. As previously mentioned, the 'Free Text' box can be used for any other relevant information.
Note: Users who are classed as 'Former Board Members' will be shown as will users with 'Inactive' profiles - this is by design and allows older meetings to be verified/corrected. Once users are removed as 'Former Board Members' or their profile is fully removed (set to None) then they will not show on the verify list.
Press Submit when done.
Note: Verifying a meeting does not classify as an 'edit' on the meeting - it will not appear as a change in the weekly newsletter nor will it appear on the 'most recent content' page (only genuine edits and comments will do that).