Introduction
Within an agenda, you can manage attendance at two levels:
at the meeting level, where you can see and manage all attendees at a meeting in once place, deal with apologies and manage attendance of individual attendees across multiple items; or
at the item level, where you can see and manage all attendees at that item, add or remove people as attendees to that single item and assign presenters.
This article explains how to manage attendance at the item level. For a detailed article on how to manage attendance at the meeting level, click here.
Worth knowing: Meeting and item attendance is inter-related
Meeting and item attendance are linked concepts - for example:
if you remove an attendee from a meeting at the meeting level, then that attendee will be removed from all items also; and
if an attendee was only attending 1 item and you remove that attendee from that item at the item level, then that attendee will be removed from the meeting also.
The Attendance Icons
Item attendance is summarised for each item via the attendance icons highlighted below:
The attendance icons provide a snapshot of key information you need to know about attendance of each item, as follows:
the number of presenters for the item (1 in the example below)
the name of each presenter (Alicia Spinnet in the example below)
the total number of attendees for the item (12 in the example below)
To see more information about attendance for an item, and manage attendance, click on the attendance icons and side panel will launch as shown below:
The attendance side panel sets out details of all attendees for the relevant item, the role of each attendee (Chair, Member, Standing Attendee or Attendee) and indicates who is presenting.
Adding attendees to an item
You can add any individual who is a person in your company as an attendee of an item.
Important: Make sure the individual is added as a Person first
You can only add someone as an attendee to an item if they have first been added as a person to your company. Click here to learn how to add a person.
To add an attendee to an item launch the attendance side panel and:
click the + Add Attendee button
in the Name field, type a few letters of the name of the person you want to add - you will then see them appear in a dropdown - click their name to select them
select whether that person will be a Presenter or Attendee in the dropdown beneath the name field
click the Save button
Worth knowing: You can re-add forum members this way too
If a forum member has previously been removed from an item, you can use the steps described above to re-add them as attendees to that item.
When should I add an attendee at the item level?
When you add an attendee at the item level you are establishing the principle that that person is only attending the meeting where you specifically add them on an item-by-item basis.
This contrasts with the principle that applies when you add an attendee at the meeting level, where that person will be added to all current and future items by default.
Accordingly, as a general rule you would add a person as an attendee at the item level if you only expect them to be attending a small or selected number of items in a meeting and do not want them to be added to items by default.
Worth knowing: Managing item-level attendee's attendance at a meeting level
Once you have added an item-level attendee to 1 item, you can then quickly manage their attendance across multiple agenda items via the Attendance tab in the meeting. For a detailed article on managing meeting attendance, click here.
Removing an attendee
To remove an attendee, simply click the remove attendee icon next to that attendee in the attendance side panel.
Worth knowing: Removing an attendee does not delete them
Removing an attendee from an item does just that - removes them from that item only. That individual will remain an attendee for any other items they have been added to, and will remain a person in your company so that they can be easily added to in other places in the future.
Assigning presenters
When you add an attendee to an item, you can assign that attendee as a presenter of that item at the same time, as set out above.
Alternatively, to assign an existing attendee (including a forum member) as the presenter for an item launch the attendance side panel and:
click the edit icon next to the relevant attendee's name
select Presenter from the dropdown
click Save
The same process can be used to unassign an attendee as a presenter.