Creating Meetings

You can setup and manage meetings between your users and their elected officials by clicking the Advocacy menu and choosing the Meetings option. The page you come to allows you to create new meetings, edit existing meetings, clone existing meetings, and download a .csv file with all the meeting information.

To create a new entry, click the “New Meeting” button at the top-right corner of the page.
Enter the required information for the meeting into the corresponding forms:

• Name (title for you)
• Time Frame (when this particular meeting will actually occur)
• Elected Official (you may include up to two)
• Other Attendees (such as staffers)
• Location (this will be pre-populated, but it can be changed)
• Subject (title for your users)

You then have the option to add some informational sections for your users. They will be visible to the user when they access the meeting information through the VoterVoice app on their smartphone. You can use them to link to websites with further information, embed hosted PDFs of informational packets, or simply type out the talking points you want your contacts to cover with their officials at the meeting.

• Agenda
• Talking Points
• Notes

Next, you will want to assign a meeting report. A meeting report is any survey in which the first question has the “meeting information” answer type. You can see how to create that here. You should also add additional questions that ask for feedback about how the legislators reacted to your various issues.

Lastly, you need to add the attendees for the meeting. You may not know which of your contacts will be assigned to any given meeting at this point, but you can always add people later. Just begin typing a contact’s name in the text field. Once you select a person, click the “Add Attendee” button to the right. When you have added everyone you need, hit the save button.