Adding Participants to a Meeting Series #

Before adding someone to an existing meeting series, it’s important to determine whether they truly need access to the meeting series and its contents.

When a participant is added to a meeting series, they gain visibility into the information associated with that meeting, including:

• Scorecards
• Initiatives
• Roadmap Items
• Tasks
• Resources
• Meeting communication and history

Because of this, you should carefully consider whether the individual needs ongoing access to the meeting series or is simply attending a one-time discussion.

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Before Adding a Participant #

Ask yourself:

• Will this person attend meetings regularly?
• Do they need ongoing visibility into the work being discussed?
• Should they have access to the initiatives, roadmap items, and scorecards associated with this meeting?

If the individual is only attending a single meeting or a limited number of meetings, it may be more appropriate to share your screen during the meeting rather than adding them to the meeting series and platform.

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Permission Requirements #

Only the owner of the meeting series can add participants.

To verify that you have permission:

1. Navigate to the Meetings module.
2. Locate the meeting series.
3. Click the three dots beside the meeting series.

If you see Edit Meeting Series, you have permission to make changes.

If you do not see Edit Meeting Series, you are not the owner of the meeting series and will need to contact the meeting owner to add participants.

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Adding a Participant #

To add a participant:

1. Navigate to the Meetings module.
2. Locate the meeting series you want to update.
3. Click the three dots beside the meeting series.
4. Select Edit Meeting Series.
5. Locate the attendee section.
6. Add the individual you would like to include in the meeting series.
7. Click Update.

Once saved, the participant will immediately have access to the meeting series based on the permissions assigned to them.

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After the Participant Is Added #

The meeting series will automatically appear in the participant’s My Meetings dashboard.

They will be able to:

• Access the meeting series
• View meeting schedules and cadences
• Participate in meeting discussions
• Access any content shared through the meeting series based on their assigned role

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Best Practice #

Only add individuals who need ongoing participation and visibility into the work being managed within the meeting series.

For occasional guests, consultants, or individuals attending a single discussion, consider sharing your screen during the meeting rather than granting access to the meeting series. This helps maintain security, reduce clutter, and keep sensitive information visible only to those who need it.