Meetings Extra Values
=====================

Meeting Extra Values allow you to store additional information on individual meetings. This is useful for tracking meeting-specific data that doesn't fit in the standard meeting fields.

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

.. note::
    By default, the Extra Values box is set to `Hide` for all roles. When set to `Show`, the row and section will turn yellow, indicating it is no longer set to the default value.

.. seealso:: `Custom Access Roles <../Security/CustomAccessRoles>`_ for more information on configuring access roles.

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`

.. important::
    Field names should not contain spaces, punctuation, or special characters. Keep names short and descriptive.

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.

.. seealso::
    :doc:`/RoomsReservations/RoomsReservationsMeetings`

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| **Latest Update**  |   **2/9/2026**   |
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