Importing Past Meetings

What Gets Imported

Most boards arrive with years of history in another system, usually as two PDFs per meeting: the agenda and the approved minutes. Sometimes there are extra packets or exhibits. Agenda Beacon stores those as Meeting Documents — files attached to the meeting as a whole rather than to a single agenda item.

Imported meetings are created as completed meetings on the date they were held, marked with an Imported badge in the workspace so it is clear they did not originate here. You do not have to rebuild the agenda item by item; the original PDF is the record.

Importing One Meeting

1. In your workspace, choose Import Past Meetings.
2. Stay on the One Meeting tab.
3. Pick the meeting date and, if you use boards or committees, the board it belonged to.
4. Adjust the suggested title if you want something different.
5. Choose all files for that meeting — agenda, minutes, packet, exhibits.
6. Select Import Meeting.

File names are used to guess each document's label (Agenda, Minutes, Packet, Exhibit). You can change any label afterwards on the meeting's Documents tab.

Bulk Uploading Many Meetings

If you can export a folder of files from your old system, the Bulk Upload tab groups them into meetings automatically using the date in each file name.

1. Choose Import Past Meetings, then the Bulk Upload tab.
2. Pick the board these meetings belong to, if any.
3. Select every file at once.
4. Review the grouped list — one row per detected meeting date, with its files listed beneath.
5. Correct any date or title inline, and remove rows you do not want.
6. Select Import Meetings.

Recognized date formats include 2024-01-15, 01-15-2024, 20240115, and "January 15 2024". Files with no readable date are listed separately and skipped; import those through the One Meeting tab.

Import in batches of a few dozen meetings at a time so you can review each group before it is created.

Managing Meeting Documents

Every meeting has a Documents tab beside Agenda, Attendance, and Minutes. There you can upload more files, relabel them, toggle whether the public can see them, download them, or remove them.

• Public documents appear in a Meeting Documents list on the public meeting page.
• Board-only documents are visible to signed-in members of your organization only.
• Downloads are always served through short-lived secure links and are recorded in your document access log.

Finding Archived Meetings

Both the workspace list and the public portal group meetings into Upcoming, Recent (the last ninety days), and an Archive broken out by calendar year, newest first.

• In the workspace, filter by year and board, or search by meeting title.
• On the public portal, visitors can filter by year and by board.