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HKU Convene Paperless Meeting - Meeting organizer guide

  1. Introduction
  2. Roles, Security and Data Access
  3. The Convene System – how to get started
  4. Schedule a New Meeting
  5. Manage Agenda items
  6. Manage Minutes
  7. Update Meeting Information
  8. Start and End a Meeting
  9. Manage and Export Meeting Pack
  10. Schedule Next Meeting
  11. Check Schedule Conflict
  12. Action
  13. Directory

A. Introduction

The University has adopted a paperless meeting solution, Convene, to facilitate all committees, faculties and departments a more modern, efficient and secure way to organize meetings.  All meeting members would access meeting documents easily with the Convene app, supporting devices including iPad, Android, Windows or Mac device.  

Only central committee secretaries, Faculty committee secretaries, Heads of Department and their delegates are designated meeting organizers, who can organize meetings, name the participants of the meeting and put up all relevant meeting documents for viewing.  Where needed, the meeting organizers can enable voting for the meeting.  Detail of more functions are depicted in this user guide.

Through the Paperless meeting Convene app, participants can browse meeting documents, share annotations with other members of the meeting, making private notes for self-reference, saving copies of the document and more functions.  Detail of functions are depicted in the Paperless meeting App user guide.

The Convene paperless meeting solution supports comprehensive features supporting meeting organizers and meeting members.  It also provides a secure platform, with high resilience,  to protect the security and data access to meeting documents.  Detail of the roles, security and data protection are depicted in section B below.

B. Roles, Security and Data Access

The Paperless Meeting System Convene solution is installed on-premise within the HKU campus and all meeting documents are encrypted.  There are 3 levels of user roles,

1) Central System Administrator

  • ITS serves as system administrator, managing University staff and committee external members access to the paperless meeting system as central committee secretaries, Faculty committee secretaries and Heads of Departments and their delegates to serve as meeting organizers.
  • According to the central and faculty committees/memberships and department meetings/memberships, activate/deactivate permission to the use of paperless meeting system.

2) Central committee secretaries, Faculty secretaries and Heads of department (and delegates) as meeting organizers

  • Central committee secretaries can organize meeting for their serving committees
  • Faculty secretaries can organize meetings for their faculty’s committees
  • Heads of departments can organize meetings for their department

3) Meeting participants

  • All meeting participants, as named by the meeting organizers, have access to the corresponding meetings.

All meeting documents are accessible by the corresponding meeting organizers and the participants, and the central system administrator have no access to them.

Roles

Meeting organizer

Meeting Participants

Schedule meetings

X

Manage meeting participant list and assign additional rights (chairperson/secretary) within a meeting to participants

X

Create and manage agenda

X

Upload files to meeting

X

Publishing a meeting

X

Access agenda and document from Convene App

Add annotations

Vote online

X (*)

(*) Meeting organizers can cast vote for other participants in ‘Show of Hands’ voting. 

Paperless Meeting System resilience

The paperless meeting system runs on ITS Cloud with full hardware resilience to provide high availability service to committee and faculty/department users.  The ITS Cloud is a private cloud hosted at two data centres, whereby systems running at one data centre would be seamlessly transferred to run at the sister data centre whenever failure occurs.  In particular, the storage used by the Convene system data storage is replicated across these two data centres.

Each data centre also has hardware redundancy unit to support unscheduled outage.  All central hardware infrastructure are under close monitoring by ITS, with automatic alerts and/or user reported failure, the Convene System is expected to resume service within a very short time. 

C. The Convene System – How to get started

Application Procedure

The overall application flow is shown as follows: 

application flow

  1. Nominate meeting organisers using ITS form CF-87 “Convene Meeting Organiser Master Registration Form” available from ITS website (http://www.its.hku.hk) -> Help -> Forms -> Online Application Form -> Staff.
     
  2. After activation, meeting organisers can manage membership of their committees and meetings using the “Convene Meeting Membership System (CMMS)”.
     
  3. After membership of committees and meetings are updated, they will be synchronized to the Convene Meeting System on the next working day.
     
  4. Meeting organisers can start creating meetings through the Convene Meeting System web portal and hold meetings using the Convene App. After activation, meeting organisers can manage membership of their committees and meetings using the “Convene Meeting Membership System (CMMS)”. 

Convene Meeting Membership System (CMMS)

Convene Meeting Membership System (CMMS) is for meeting organisers to management the membership of their committees and meetings. User guides of CMMS can be found after logging into the CMMS system under “Useful Resources” -> “Useful Documents”
cmms screen capture

Convene Meeting System web portal and Convene App

Convene Meeting System web portal is a web interface, accessed via a web browser, e.g. Chrome, Firefox and Edge, for meeting organisers to create and manage meetings. Meeting organisers can schedule new meetings, assign participants, create agenda and upload meeting documents using the web portal.

Convene App is an app which runs on iOS, Android, PC and MAC. It is used by the meeting participants to access meeting documents on their devices where private and shared annotations can be made. User guide of the Convene App can be found at https://www.its.hku.hk/documentation/guide/communication/convene.

The relationship among the Convene Meeting Membership System (CMMS) and the Convene Meeting System are as follow.

relationship

Access to Convene Meeting System web portal and Convene Meeting Membership System

Meeting organisers can access the Convene Meeting System web portal and the Convene Meeting Membership System from HKU Portal as follows:

  1. Login HKU Portal 
     
  2. Navigate to “Manager Self Service” -> “Paperless Meeting Admin.”
    Screen capture of HKU Portal -> Manager Self Service
     
  3. Under “Paperless Meeting Admin.”, click:
    • “Meeting Administration” to access the web portal for meetings without watermark
    • “Meeting Admin. (Watermark-Doc)” to access the web portal for meetings with watermark
    • “Departmental Meeting Admin.” to access the web portal for departmental meetings
    • “Meeting Membership Update” to access the Convene Meeting Membership System
      NOTE: The above links are for meeting organisers only. Meeting participants should make use of the Convene App to access meetings.

Meetings with and without watermarks

For Central Committees and Faculty Committees

2 Convene organisations are setup to serve paperless meetings in HKU for Central Committees and Faculty Committees,  they are Meeting System (No watermark) and Meeting System (Watermark). The differences between the 2 organisations are shown in the following table. Both organisations share the same pool of users and committee lists. Meeting organisers can create meetings in either organisation based on their needs. As meetings are not shared between the 2 organisations, meeting organisers must inform meeting participants the organisation in which the meeting can be viewed.

Organization name

Meeting System (No watermark)

Meeting System (Watermark)

Links in HKU Portal

Meeting Administration

Meeting Admin. (Watermark-Doc)

Watermark

Nil

All documents accessed are stamped with watermark with the name of the person and the time of access.

Sample document

document sample

document sample

For Departmental Meetings

Departmental meetings are hosted on an independent organisation named “Departmental Meeting System”. No watermark will be provided on this organisation and meeting organisers can access the web portal via the HKU Portal link “Departmental Meeting Admin.”. As both users and meetings in this organisation are not shared among the other two organisations, meeting organisers must inform meeting participants the organisation in which the meeting can be viewed

Accessing the Convene Meeting System web portal

  1. To create and manage meetings, meeting organisers can access the web portal of the Convene paperless meeting system from HKU Portal under “Manager Self Service” -> “IT Services” -> “Paperless Meeting Admin.” and select the appropriate organisation.
     
  2. Enter your HKU Portal UID as “Username” and your HKU Portal PIN as “Password”, then click the “Sign In” button.
    convene login page
  1. After login, the following “Meeting list page” will be shown.
    NOTE: You will be automatically logged out from the system if you leave your login unattended for more than 30 minutes.
    main page
     
  2. At any time, you can access the meeting list, resolution list, actions list and directory list using the top menu, for example, clicking “Meetings” will bring you to the meeting list.
    The Convene system has 4 broad groups of functions to support meeting organizers in organizing meeting:
    menu

    Meetings
    Create, view and manage meetings by meeting organizers. Refer to Section D for details.

    Resolutions
    Create, view and manage resolutions – a feature allowing online voting without attaching to a meeting. For details, refer to “Add Resolution” under Section D

    Actions
    List and manage actions added to your meetings. For details, refer to “Actions” under Section L.

    Directory
    Showing Committee membership lists and the user Directory of users of the Convene paperless meeting system. For details, refer to “Directory” under Section M.

Account Lockout

For security reason, a Convene account will be locked if the HKU Portal PIN was entered incorrectly for 30 times consecutively. Meeting participant who have his/her account locked can unlock the account using ITS Form CF87 “Convene Meeting Organiser Master Registration Form” via ITS website (http://www.its.hku.hk) -> Help -> Forms -> Online Application Form -> Staff.

Convene account lockout only prevents a user from accessing the Convene Meeting System. The lockout will not affect the user on accessing other HKU services including HKU Portal and email.

Account unlock will not reset the user HKU Portal PIN. To change HKU Portal PIN, please refer to  below.

Changing HKU Portal PIN

You may change your HKU Portal PIN in HKU Portal. Please refer to ITS FAQ at https://www.its.hku.hk/documentation/guide/account/change-hku-portal-pin for procedures to change your HKU Portal PIN.

If you are not a staff member of the University, please contact the meeting organizer of your meeting if you would like to reset your password. 

D. Schedule a New Meeting

  1. Access the web portal and sign in.
     
  2. Click the “Schedule New Meeting” button under the “Meetings” main menu.
    schedule new meting
     
  3. A meeting details page is shown as below, enter the meeting information accordingly.
    meeting detail
  4. Click the “Schedule New Meeting” button under the meeting details after finish entering required information. Those fields marked with “*” are mandatory.
     
  5. Meeting is scheduled as follow. You may start building your meeting. 
    meeting detail

Meeting Categories

Categories:

  1. There are 3 categories of committees:  Central, Faculty and Department.  Select the category of the desired committee.  
  2. The list of Committees available under ‘Meeting Title’ corresponds to the selected category.  For ‘Central’, the list of committees and members are centrally administered by the Registry.  For ‘Faculty’ and ‘Department’, the list of committees and members are administered by Faculty or Department paperless meeting administrators..

Meeting Title:  

  1. This is a free text to give the meeting a title/description. 

Add meeting organizers

Organizers have full control of the meetings that they own. The primary organizer role is automatically assigned to the user who creates the meeting and additional organizers can be added to the meeting to assist in managing the meeting. 

There must be 1 primary organizer for every meeting. When there is more than 1 organizer in the meeting, the role of primary organizer can be assigned to another organizer. The primary organizer cannot be removed from the meeting. 

  1. In Meeting Details, go to “Organizers” section and click “Click here to add”.
    ogranisers
    add organizer
  2. Click “Add” button to select the users and click “Done” button to confirm.
    select organizers
     
  3. (Optional) Specify the organizer title and select the primary organizer.
    organizer title
  4. Click “Save” button when complete.

Select committee and invite participants to a meeting

  1. In Meeting Details, go to “Participants” section and click “Click here to add” to show the user list. The user list shows all committees of the selected category, followed by all members of all committees using the Convene paperless meeting system. 
    select participants
    add participants
     
  2. Select the desired committee and the members of the selected committee will also be highlighted. For example, you can add “Central Committees - Accommodation Committee” and all members of the Accommodation Committee will be added. You may note that those added are now displayed with a ‘remove’ button.  You are free to ‘remove’ or ‘add’ participants to invite the desired participants to your meeting.  However, as the committee membership list are synchronized from the central, faculty or department committee/members list, they are usually in order after you select the desired committee.
    add participants from list
  3. To search for a particular user or committee list, enter the name of the person or committee list into the search box. For example, enter “ac” into the search box will match for any names with the string “ac” and entering “accommodation” into the search box will give you “Central Committees – Accommodation Committee” only. 
    search participants
    search
  4. You can also search by email address. Click the “Magnifying Glass” icon in the search box and select “Email” from the drop-down menu, then, enter the email address of the person.
    Note: You must first select “Email” before entering anything in the search box.
    add name
  5. (Optional) Specify title, role and group
    role and group
    Role: Different roles have different permissions inside the meeting, the permission of different roles are as follows.
    1. Chairperson / Secretary
      • Manage agenda and meeting files
      • Start and end meeting
      • Download meeting files to desktop
      • Export meeting pack
      • Add shared and private annotations
      • Assign presenter role during meeting
    2. Meeting Organizer
      • All chairperson permissions
      • Manage Actions
      • Input vote on behalf of others
    3. Participant
      • Add shared and private annotations
      • Download meeting files to desktop

    Group: You can group participants into groups such as “Members”, “Attendees” and “In Attendance”. The grouping will be reflected in the participant list in web portal and in the Convene App.
    group member list
    group in meeting page
     

  6. Click “Save” button when complete.

Add Additional Access

You may add users in “Additional Access”. Users in “Additional Access” have the same access rights as participants but are now shown as participants in the meeting details in Convene App. This role is suitable for secretaries or personal assistants of committee members who have to access the meeting for the committee members but should not be considered as participants of the meeting.

  1. To add “Additional Access”, go to the “Additional Access” section of the meeting. Click “Click here to add” to show the user list.
    Additional Access
    click to add
  2. Click “Add” button to select the users to add and click “Done” button to confirm.
    add users
  3. Click “Save” button when complete.

Add Agenda Items

Note on Document Retention Period

Agenda papers will be kept for 90 days after the meeting.  Meeting organizers can change this under “Agenda Options” (See Section E below).

  1. In Meeting Details, go to “Agenda” section. You can type the titles of new agendas and upload meeting files by dragging them from your desktop and drop them to the agenda item container as shown below. 
    add agenda
  2. (Optional) Specify the number of minutes allotted for the agenda.
    agenda list
  3. For Excel file with large table, meeting organiser should print the table, with proper scaling, to PDF file and upload the PDF file instead, otherwise, the columns in the table may break into multiple pages.
     
  4. To upload Microsoft Word file with track changes markup, meeting organiser should print the file with markups to PDF file and upload the PDF file instead.
     
  5. Click “Save” button when complete.

Add Vote for Agenda Item (Optional)

  1. Optionally, you may add online vote to one of more agenda item in your meeting. In Meeting Details, go to “Agenda” section and click “Add Vote”.
    add vote
     
  2. Select the agenda that you would like to add a vote item.
    1. Select the voting method (Show of hands or Secret ballot).
    2. Add a Subject
    3. Click the “Save” button when complete.

    vote item
     

  3. The vote for that agenda item is shown as below.
    vote added

Add Resolution (Optional)

Instead of adding online vote to agenda items in meetings. Meeting organizer can optionally create a separate / new voting that does not attach to any meeting.

  1. Click Resolution from the top menu and then “Add Resolution”.
    add resolution
  2. Similar to creating a meeting, enter the resolution information. You must include a voting deadline in resolution. Click “Add voting deadline” to enter a deadline date.  Click “Create Resolution”.
    resolution detail
  3. Add organizers and voters. 
    add organizer and voters
     
  4. Click “Click here to add” under “Voters” to add voters of the resolution.
    add votes
     
  5. Click “Circulate Resolution
    circulate resolution
     
  6. You can send invitation to voters by checking the box “Send Invitation to voters”. Click “Circulate” to circulate the resolution to voters.
    circulate
     
  7. Voters can vote from Convene App under “Resolution”.
     
  8. Live voting results can be seen immediately in the Voters section of the resolution for “Show of Hands” type of resolution. Result of “Secret ballot” can only be seen after ending the voting.
    list voting
     
  9. To end a voting, click “End voting”
    end vote
     
  10. Optionally, meeting organizer can record the result by clicking the “Record Decision” button.
    record vote
    record

Publish Meeting

Meetings must be published in order for the participants to view the meetings. After the meeting is published, the meeting will be visible in the Meetings tab of the Convene app for users who are part of the meeting. Meeting can be published by either of the following method:

1a. In “Meeting Details”, click “Publish Meeting”
publish meeting

1b. In the Meeting List, right click the Unpublished icon and click “Publish Meeting”.
publish meeting

2. Select whether you would like to “Send invitations to participants” by checking the check box and click the “Publish” button.
publish

3. If the checkbox “Send invitation to participants” is checked, the system will send invitations via email and/or the Convene App to participants based on user settings, i.e. the receiving side can opt to receive/not receive the invitation. The system default is both email and app invitations will be sent. A sample email is show below.
invitation

4. User can setup his/her preference to receive meeting invitation with calendar entry via email. A sample of the meeting request is shown below.
add schedule

5. Sample invitation on iOS or Android devices
Users who have installed and logged in to the Convene App once will receive meeting invitation via the Convene App.
sample on mobile

E. Manage Agenda items

Manage Agenda Settings

  1. In Meeting Details, go to “Agenda” section and click “Options”.
    options
     
  2. Update with your preferred setting. The settings are valid only for the current meeting.
    agenda options
     
  3. Click “Save” button when complete

Set the Retention Period of Agenda papers

Agenda papers will be kept for 90 days after the meeting. Meeting organizers can change the document retention period of their meetings as follows:

  1. In Meeting Details, go to “Agenda” section and click “Options”.
    options
     
  2. Select the preferred action in the “Scheduled Disposal” dropdown. The setting is valid only for the current meeting.
    Note: if you use the “Schedule Next Meeting” function to copy your current meeting as a new meeting, you have to set the agenda options again in the new meeting.
    schedule disposal
  3. You can select what to do when the document retention period expires. You can remove all annotations, deny access to files except organizers or delete all meeting files. If “No action” is selected, agenda papers will never expire.
    schedule disposal
  4. Set the expiry date of the agenda papers. It can be the number of days after the meeting or on a specific date. The date where the scheduled disposal action will be carried out will also be shown for your reference.
     
  5. Click the “Save” button when complete.

Manage Agenda Permissions

Meeting participants can, by default, access all agenda items and documents in the meeting, however, meeting organizer can set specific permissions to an agenda item or file when necessary.

  1. In Meeting Details, go to “Agenda” section and click “Permissions”.
    permission
     
  2. Select the agenda or file that specific permissions have to be assigned. 
  3. Click the “” switch next to the meeting participants to turn on or off the access rights of the participant to the agenda item or file. 
    Note: You can only change the access rights of meeting participants. Meeting organizers of a meeting always have access to all agenda items and files in the meeting
    advanced permission
     
  4. Click “Save” button when complete.

Check Agenda Delivery Status

Meeting organizer can check if a participant of the meeting has downloaded the meeting pack to his/her Convene app and if the latest version of the meeting pack has been downloaded..

  1. In Meeting Details, go to “Agenda” section and click “Delivery Status”.
    delivery statue

F. Manage Minutes

Import Minutes

  1. In Meeting Details, go to “Meeting Minutes” section, upload the meeting minutes by dragging the file from your desktop and drop it to the minutes item container as shown below.
    import minutes
  2. After uploading the minutes, select the minutes as draft or final and click the “Save” button when complete.
    upload complete

Export Draft Minutes

Instead of uploading self-written minutes, meeting organizer can use the Export Draft Minutes function to download a draft minutes template (Note: This function is only available when no prior meeting minutes has been uploaded to the meeting).

  1. In “Meeting Info” section, click “Export Draft Minutes”.
    export minutes

     
  2. Select the items to be exported to the draft minutes. 
    select export
     
  3. Click “Export” to confirm.

G. Update Meeting Information

Meeting organizer can update the meeting even after it is published. When meeting participants access the meeting via the Convene app, all updates will be downloaded to the Convene app on the user devices.

  1. Under the “Meeting” main menu, select the created meeting.
    click meeting to update
     
  2. In Meeting Info, click “Edit”.
    edit meeting
     
  3. Update relevant details.
    relevant detail
     
  4. Click the “Save” button when complete.
     
  5. If the schedule or venue of the meeting is changed, organizers will be asked whether to notify the participants. Click “Notify Participants” to send updated invitation to all participants or “Later” where no notification will be sent.
    update complete

H. Start and End a Meeting

Start a meeting

Meeting organizer or the participants who have been assigned the “Chairman” or the ‘Secretary” role can start a meeting to enable interactive collaboration features of Convene.

In Web Portal

  1. In the “Meeting Details” screen, click “Start Meeting Now” button.
    NOTE: Meeting can also be started from the Convene app. Each meeting and be started only once.
    start meeting
    start now
     
  2. Click “Yes” button to start the meeting.
     
  3. Users will receive a notification on the Convene app that the meeting is started.

In Convene App

Please refer to Section 7 of the “HKU Paperless Meeting App user guide”.

End a meeting

In Web Portal

  1. In the “Meeting Details” screen, click “End Meeting Now” button.
    end meeting
     
  2. Click “Yes” button and the meeting will be ended. Participants will receive an email notification on their mobile device that the meeting has ended.
    confirm end

In Convene App

Please refer to Section 7 of the “HKU Paperless Meeting App user guide”.

I. Manage and Export Meeting Pack

Export Meeting Pack and ISDM

  1. In Meeting Info, click “Export/Send Meeting Pack” .
    export pack
     
  2. Select what is to be included in the exported meeting pack.
    export detail
  3. Click the “Export” button to confirm.
     
  4. After exporting the Meeting Pack, meeting organizer can upload the file(s) to DDAS SharePoint for permanent storage based on the University-wide Information Security and Data Management Policy.

Send Meeting Pack

  1. In Meeting Info, click “Export/Send Meeting Pack” .
    export pack
     
  2. Click the “Send” tab.
     
  3. Select what is to be included in the exported meeting pack.
    send
     
  4. Click the “Send” button to send the exported meeting pack to participants.

J. Schedule Next Meeting

Meeting organizers can schedule a new meeting based on the contents of an existing meeting instead of building a new meeting from scratch. 

  1. In the “Meeting Info” section, click “Schedule Next Meeting”.
    schedule
     
  2. In the “Schedule Next Meeting” window, update the information for the next meeting, such as Meeting Title and Schedule.
    schedule next meeting
     
  3. Scroll down the “Schedule Next Meeting” window and select whether to copy agenda, files and actions to the next meeting.
    confirm schedule
     
  4. Click the “OK” button when complete.
     
  5. From here, you can make use of the different functions as described in Section B Schedule a new meeting to manage the next meeting just scheduled.

K. Check Schedule Conflict

This function is only available when the meeting has not started or the meeting schedule has not passed yet.

  1. In “Participants” section of the Meeting Details, click “Check Schedule Conflict”.
    check conflict
  2. The system will check and show if any of the meeting participants has schedule conflicts with other meetings in Convene. After viewing, click the “OK” button to close the window.
    conflict detail

L. Action

  1. Click “Actions” from the main menu to show the action list. You can see all actions of your meetings.
    actions
  2. Click the action to show the details of the action.
    action detail
     
  3. If the action is completed, you can mark the action as completed by checking the box next to the action and click “Mark as completed”.
    mark as complete

M. Directory

  1. To access the directory, click “Directory” from the main menu.
    directory
     
  2. From “Board/Committee”, you can see all the committee membership lists of your category. For example, if you are under the category “Central Committees”, you will see all central committee membership lists. The lists are managed centrally and cannot be edited by the meeting organizers.
     
  3. From “User Directory”, meeting organizer can see the full list of users in the Convene paperless meeting system under the category same as the organizer. For example, if you are under the category “Central Committees”, you will see the full list of users under “Central Committees”. 
    user directory