Managing Meetings

Overview

KH-NB will calculate your congregations meetings and events for the next 6 months. All it needs to know is what type of meetings and events you have. When you first create an account with KH-NB it will automatically set you up with the basic types of meetings and events. However these can easily be changed to suit your congregation.

Add a meeting type

KH-NB needs to know details about the types of meetings and events that regularly happen in your congregation. The basic template that is used when you first create an account already has a few meeting types already set up.

To set up any more that you feel you may need:

• Make sure you are logged in
• Go to 'Meetigs/Events'->'Types' on the top navigation menu
• Click 'add a new meeting type'
• Enter the details and click save

KH-NB will then calculate the next 6 months worth of meetings or events based on what you have entered.

Parent Meeting Types

A parent meeting type is required when you need to create a list that spans 2 or more other meeting types. For example on Sunday you may have the Public Talk followed by the Watchtower Review. These 2 meetings will need to be set up separately because you will have lists that are specifically for each one, ie the watchtower readers list and the public talk speaker list.

However you will also need a chairman, a sound operator and attendants whose jobs may span both meetings. To do this you create a parent meeting, in this case called the 'weekend meeting' and then you create the other 2 meetings using this meeting as their parent. That way you can then create lists for job lists that are either for one of the meetings or that span both meetings.

Remove a meeting type

Note that if you delete a meeting or event type then all occurances of this meeting stored in KH-NB will be removed including all assigments etc for those occurances.

• Make sure you are logged in
• Go to 'Meetigs/Events'->'Types' on the top navigation menu
• Click 'edit' next to the meeting type you wish to delete
• Click the delete button and then confirm the deletion

Edit a meeting type

• Make sure you are logged in
• Go to 'Meetigs/Events'->'Types' on the top navigation menu
• Click 'edit' next to the relevant meeting type
• Make your changes and then click save

One off or occasional meetings/events

If the meeting/event type has a frequency of 'one off or occasional' then you will only be able to change its title. If you wish to change when this meeting occurs then you will need to do this via 'Meetings/Event'->'List'.

Weekly meetings/events

If the meeting/event type is not a 'one off or occasional' event then you will be able to make changes to the following:

• Occurances of the meeting/event - Where it shows the frequency you will see 2 tickboxes. When either is ticked you will be able to enter a start date and/or an end date. These dates will govern when the occurances of this event will happen. So for example if you are starting a new cart session in a months time then set the 'start from specific date' to 1 months time. When you click save you will be asked to confirm this especially if changing the start and end dates will cause existing occurances of this meeting/event type to be deleted.
• Day of week - If changed you will be asked for a date that this is to be effective from

Please note that limited changes can be made to a meeting/event if it has a 'parent' meeting/event. You will need to edit the parent to make more changes.

Add a meeting

If you wish to add a meeting/event on a specific date then:

• Make sure you are logged in
• Go to 'Meetigs/Events'->'List' on the top navigation menu
• Click 'add a meeting/event'
• Enter a date and select the type of meeting/event and then click save

If job lists have already been generated for the month that the new meeting/event appears in then you will need to regenerate them and re-publish them. Alternatively you may just manually assign people to the new meeting assignments and keep all the job lists as they are.

Remove a meeting

Occasionally you may need to remove a meeting. For example if you have a circuit assembly then you may need to remove the midweek meeting on the week before.

If you wish to remove a meeting/event on a specific date then:

• Make sure you are logged in
• Go to 'Meetigs/Events'->'List' on the top navigation menu
• Click 'delete' next to the relevant meeting and confirm the action

Removing the meeting/event will also remove all assignments for that particular meeting occurance. You may wish to regenerate the job lists for the meetings after that if you still want to include people in the list that lost their assignments for the deleted meeting.

Editing a meeting

You may edit the date of a meeting/event. This is useful if you have circuit overseer visit and you need to change the date of your midweek meeting.

If you wish to change the date of a meeting/event then:

• Make sure you are logged in
• Go to 'Meetigs/Events'->'List' on the top navigation menu
• Click 'edit' next to the relevant meeting
• Change the date and click save

All assignments for that meeting will be kept the same