Enabling Meeting Extra Values¶

Meeting Extra Values are enabled by default for users with the Edit role. The visibility of the Extra Values box on the meeting page is controlled through the Custom Access Roles configuration.

To configure visibility:

1. Navigate to Admin > Advanced > Lookup Codes > Roles

2. Find the Edit role in the list and click the Settings button in the same row

3. Expand the Meetings section

4. Find the Extra Value Box setting and set it to Show or Hide as needed

Where Meeting Extra Values Display¶

Meeting Extra Values display in the Extra Values box on the right side of the individual meeting page. This box appears below the Attendance Summary section.

To view a meeting’s Extra Values:

1. Navigate to an Involvement

2. Click on the Meetings tab

3. Click on a specific meeting date to open the meeting page

4. The Extra Values box will appear on the right side of the page

Adding Meeting Extra Values¶

To add an Extra Value to a meeting:

1. Open the individual meeting page

2. Locate the Extra Values box on the right side

3. Click the green + Add Extra Value button

4. Enter the Field name (this is the name of the Extra Value)

5. Enter the Value (the data you want to store)

6. Optionally check Multiline if you need to enter multiple lines of text

7. Click Save

Editing Meeting Extra Values¶

To edit an existing Meeting Extra Value:

1. Open the individual meeting page

2. Locate the Extra Values box

3. Click on the value you want to edit

4. Make your changes

5. Click outside the field or press Enter to save

Deleting Meeting Extra Values¶

To delete a Meeting Extra Value from a specific meeting:

1. Open the individual meeting page

2. Locate the Extra Values box

3. Click the red trash icon next to the Extra Value you want to delete

4. Confirm the deletion

Managing All Meeting Extra Values¶

To view a summary of all Meeting Extra Values across your database:

1. Navigate to Admin > Reports > Extra Values > Meetings

2. This displays a list of all Meeting Extra Value fields with counts

From this page you can:

• View how many meetings have each Extra Value

• Delete Extra Values in bulk

• Rename Extra Values

Use Cases for Meeting Extra Values¶

Meeting Extra Values can be used for various purposes:

• Special Notes: Store notes about a specific meeting (e.g., “Guest speaker: John Smith”)

• Room Changes: Track temporary room changes for a meeting

• Attendance Notes: Record special circumstances affecting attendance

• Event Details: Store additional event-specific information

• Follow-up Items: Track items that need follow-up after the meeting

Meeting Extra Values in Rooms & Reservations¶

When using Rooms & Reservations, Meeting Extra Values can also be accessed through the meeting creation and editing interface. If enabled, an Extra Values tab will be available when creating or editing a meeting.

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