Create & Share Agendas

Groupthink Agendas ensure that every meeting has a clear purpose and structure. Whether you're automating the process or crafting a custom agenda, sharing it with participants is straightforward. This guide will walk you through creating and sharing agendas seamlessly.

  1. Craft detailed agendas for your meetings, either manually or automatically.
  2. Share your agendas with attendees effortlessly, ensuring everyone is prepared and on the same page.
  3. Invite new users to Groupthink through the sharing process, expanding your collaborative network.

Creating Agendas

Automatic Agenda Creation

  • With a connected calendar, agendas can be generated automatically based on your preferences.
  • You can choose whether agendas are created as private (visible only to you) or shared (visible to all participants).

Manual Agenda Creation

  • Navigate to the agendas page within your Groupthink account.
  • Click on "Create Agenda" to start crafting your custom agenda.
  • Select whether you want a private or shared agenda during creation.

Private vs. Shared Agendas

Groupthink offers two types of agendas:

Private Agendas

  • Visible only to you
  • Created automatically when using private recording
  • Ideal for sensitive meetings or personal notes
  • Can be later converted to shared agendas if needed

Shared Agendas

  • Visible to all meeting participants by default
  • Collaborative, allowing multiple users to contribute
  • Created when Groupthink bot joins meetings
  • Support various permission levels for different participants

Sharing Agendas

Automatic Sharing with Event Attendees

  • If your agenda is attached to a calendar event and set as shared, it will be shared automatically with all listed attendees.
  • This sharing applies regardless of the attendee's acceptance status for the event.
  • Private agendas are not automatically shared with attendees.

Manual Sharing via the Agenda Interface

  • Open the specific agenda you wish to share.
  • Click on "Share" located at the top of the agenda.
  • In the share form that appears, type in the email address of the person you want to share the agenda with.
  • Select the appropriate permission level (Host, Participant, or Viewer).

Sharing via Assignee Field on Agenda Items

  • Within an agenda, navigate to the Assignee field of any agenda item.
  • Type in the email address of the individual you wish to share the agenda with.
    • If the email belongs to an existing Groupthink user, they will be added to the agenda immediately.
    • If the email is not associated with a Groupthink account, a new account will be created for that individual. They will receive an email invitation to join Groupthink and access the shared agenda.

Converting Between Private and Shared Agendas

You can convert between private and shared agendas as your needs change:

To convert from private to shared:

  1. Open the private agenda
  2. Click the menu (three dots)
  3. Select "Switch to Shared Agenda"
  4. A new shared agenda will be created
  5. Note: Content is not transferred to protect your privacy

To convert from shared to private:

  1. Open the shared agenda
  2. Click the menu (three dots)
  3. Select "Switch to Private Agenda"
  4. A new private agenda will be created with a copy of the shared content
  5. The original shared agenda will be archived

Setting Agenda Permissions

For shared agendas, you can set different visibility levels:

  • Organization Members - Visible to anyone in your organization
  • Specific Individuals - Visible only to people you explicitly share with
  • Public - Visible to anyone with the link (use with caution)

You can also set user roles:

  • Host - Can edit agenda and change sharing permissions
  • Participant - Can edit agenda but not change sharing permissions
  • Viewer - Can only view the agenda, cannot edit