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Meeting rounds

Meeting rounds and how they work.


What are meeting rounds in Huma?

PIdeal for planning and organizing multiple meetings simultaneously, allowing you to assign a meeting host and specify attendees for each meeting.

  1. Set up a meeting with a filled or blank template
  2. Edit meeting details
  3. Set up meeting agenda with talking points, notes, summary and tasks
  4. Share and start meeting 

The basics

  • To host a meeting round you will need a system role with "full access over meetings"
  • Everyone can be an attendee of a meeting.
  • A meeting can have one or multiple attendees, but only one host.
  • Only attendees and host have access to the content of the meeting.
    • "Regarding" - is the meeting about a specific person?
      If the employee marked as "regarding" is not also listed as an "attendee," they will not have access to the meeting. 
    • When a meeting is tagged with "Regarding," it will also be visible on the profile card of the designated employee under "Meetings."If the meeting is about someone specific, e.g performance reviews or 1-on-1s, the meeting can be tagged with that person, using the field "Regarding". 
  • Do you wish to create a 1-1 meeting?  Check out 1-on-1s here.

How do I create a new meeting round template? 

If you want to create your own meeting template,

  1. Go to "Templates", and here you will see a list of your own templates.
  2. To create a new template, click "Add Template" and then fill out the name, description, and meeting agenda.

You can also find meeting templates created by Huma under "Templates".





Can I edit an existing template? 

Yes, you can. When you are editing in "meeting agenda" you can delete or fill in talking points. 
If you want to add a talking point, just go to the bottom of the page and fill out the blank "add a talking point" and click the "+" sign. 

If you want to delete a talking point, click the three black dots and "delete". 




What permissions do I need to manage templates? 

You need a "System role" with full access to meetings. With this permission you can add, update and delete templates.  

 

How to import or export templates

Import

  1. Go to the "Meeting module" and navigate to "Templates"
  2. Click "Add template" and choose "Import from file"

Export

  1. Go to the "Meeting module" and navigate to "Templates"
  2. Click on the "three dots" to the right of the template and "Export"

Screenshot 2025-01-02 at 14.42.54




How to set up a meeting rounds in Huma

Click "Add meeting round" and choose a pre filled template created by Huma, or your own. 

  1. Set agenda by filling out "meeting description" and set the agenda for the meeting, by filling out "talking points". 
  2. Choose attendees and host for every meeting.
  3. Start meeting round and choose due date. 
 
You can then go to each meeting and fill out "notes",  "tasks" and more "talking points". 

The meeting host can add 'preparation notes' to agenda items. These notes are hidden from attendees while the meeting status is OPEN and become visible only after the meeting is completed.

 

Add follow-up tasks to each "talking point" by clicking "add task". Task can be assigned to

  • One of the attendees
  • A specific person
  • A team or location
    • If you create a task, the person the task is assigned to will be notified immediately(in status: DRAFT). 

 

Members of a team or location can be assigned directly or they can claim the task themselves.

If a task is shared with an entire Team or Location, it is marked as completed once one person on that Team/Location completes it. 





 

The process

Before a meeting:

  • Create multiple meeting via a meeting round.
  • Select attendees and if the meeting is about someone specific.
  • When meeting is in DRAFT attendees can't see the meeting.
  • When the agenda is set you can share it with attendees
  • Set a meeting date and check availability of the attendees. Huma doesn't integrate automatically to you external calendar yet.
  • Set meeting status to OPEN
  • When meeting status i OPEN attendees have access to the meeting agenda and can suggest their own talking points

 

eng_collaborate_agenda

 

During the meeting:

  • Meeting host can take notes under each talking point in the agenda
  • Meeting host can add follow-up tasks, assign them to a specific person or a team and add a due date
  • When meeting notes are ready the host can COMPLETE meeting and make the notes available to the employee
  • A meeting administrator will have full overview over the status for all meetings in a meeting round. If they are just drafts, if the meeting is open or if it’s completed.

 

After the meeting:

  • Only attendees and meeting host have access to completed meetings
  • Attendees can see meeting including notes and follow-up tasks
  • Follow-up tasks are also available to the attendee under their tasks.
  • If follow-up tasks have been assigned to a team, location or a person that is not an attendee of the specific meeting they will not get access to the meeting content but only to the assigned task.
  • A meeting administrator will have full overview over the status for all meetings in a meeting round.

 

 

Access and meeting round status 

A meeting can be in the following states:

  • Draft
  • Open
  • Completed

Draft

  • ATTENDEE have NO ACCESS to the meeting
  • Only MEETING HOST have access to the meeting
  • MEETING HOST can manage talking points
  • MEETING HOST can manage tasks
  • MEETING HOST can change status to either OPEN or COMPLETED
  • MEETING HOST can edit meeting details (title, meeting date, host, attendees and regarding)
  • MEETING HOST can delete a meeting

Open

  • ATTENDEE can manage their talking points
  • ATTENDEE CAN NOT see tasks or notes
  • MEETING HOST can manage talking points
  • MEETING HOST can manage notes
  • MEETING HOST can manage tasks
  • MEETING HOST can change meeting status to either DRAFT or COMPLETED
  • MEETING HOST can edit meeting details (title, meeting date, host, attendees and regarding)
  • MEETING HOST can delete a meeting

Completed

  • ATTENDEE can see notes
  • ATTENDEE can see follow-up tasks
  • ATTENDEE can complete their follow-up tasks assigned to them
  • MEETING HOST can see notes
  • MEETING HOST can see follow-up tasks
  • MEETING HOST can change status to OPEN or DRAFT
  • MEETING HOST can delete a meeting

 


Can I edit details for the meeting after the status is set as OPEN?

You can always edit fx. the due date and add people to the meeting regarding the status.



What is the difference between "attendee" and "regarding"?

Attendee are the employee that gets access and attend to the meeting round,  and "regarding" does not necessarily gets access but are a topic of the meeting.  

 

 

Can meeting admin get access to the meetings?

A meeting administrator can grant access to completed meetings. Set the meeting status to "OPEN" and make changes, and everyone the meeting is regarding will receive email. 




How do I edit "meeting host", "attendee" and "regarding"?

You can always edit roles in the meeting details. To edit roles you need to be the meetings host of the current meeting and

  1. Go to "meeting module" and select the current meeting.
  2. Navigate to "Edit meeting details"
  3. Add or remove employees from/for "Attendees" or "Regarding" field.

 

You can also edit the "Meeting host role"
  1. Click on the "Meeting host" field and choose another employee.

    1. If you wish to retain access to the meeting, modify the "Meeting host" and select "Keep access." This will make you an "Attendee" if the new "Meeting host" is already an "Attendee." Otherwise, you must register yourself as an "Attendee" before clicking "Save."

    2. If the meeting is in status "Draft" the meeting will no longer be available in your "Your meeting" list, until the new "Meeting host" sets the status to "Open". 

  2. When you have edit the roles click "Save" and the meeting details will then be updated.
    1. To do this the meeting also needs to have the status "Draft" or "Open". 

What can attendees see? 

  • Attendees can see meeting including notes and follow-up tasks. 
  • Follow-up tasks are also available to the attendee under their tasks on the dashboard. 
  • If follow-up tasks have been assigned to a team, location or a person that is not an attendee of the specific meeting they will not get access to the meeting content but only to the assigned task.



Can meeting administrator keep track on the meeting status? 

A meeting administrator will have full overview over the status for all meetings in the meeting round.

 

 

There are two different ways to create your 1-on-1 meetings in Huma.

1. Single meeting - Perfect if you just want to have a separate meeting with one or more attendees. Information about single meeting here. 

2. Meeting round - Perfect if you want to prepare and set up multiple meetings at once and assign meeting host and select who the attendees should be for each meeting.

(Requires system role permission: Performance and Huma Enterprise subscription)

 

Even though you have a systemrole as admin in Huma, it doesn't mean you´re granted access to the meeting. 

A meeting admin will not necessarily get access to the meeting round.