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Meetings & Polls

Purpose

The Meetings module allows the cooperative to schedule and record meetings (Board meetings, AGMs, committee meetings), track attendance, record minutes, and manage action items. The Polls module allows members and staff to vote on questions or decisions electronically.

Who Can Access

Role Access Level
Administrator Full access — create meetings and polls
Committee Member Can create meetings and view results
Staff Can view meeting schedules
Member Can participate in polls on the portal

How to Open This Page

Sidebar → Meetings

Meetings List

Meetings & AGM

Shows all scheduled and past meetings.

Column Description
Title Meeting name (e.g. AGM 2026)
Type Board Meeting, AGM, Committee Meeting, etc.
Date Scheduled date and time
Venue Physical or virtual location
Status Upcoming, In Progress, Completed

Scheduling a Meeting

  1. Click Schedule Meeting.
  2. Fill in:
Field Required Description Example
Meeting Title Yes Name of the meeting Annual General Meeting 2026
Meeting Type Yes Type of meeting AGM
Date & Time Yes When the meeting will be held 15/08/2026 at 10:00 AM
Venue No Physical address or virtual platform Cooperative Hall, HQ
Agenda No Topics to be discussed 1. Financial report 2. Dividend declaration
Invitees No Who should attend — can select all members, specific roles, or specific people All Members
  1. Click Save Meeting.

Members and staff can be notified via SMS or email.

Recording Meeting Minutes

After the meeting:

  1. Open the meeting record.
  2. Click Record Minutes.
  3. Type the minutes (what was discussed and decided).
  4. Record Attendance — who was present.
  5. Add Action Items — tasks that came out of the meeting, assigned to specific people.
  6. Click Save Minutes.

Polls

Sidebar → Meetings → Polls (or Sidebar → Polls)

Polls & Voting Management

Polls allow members or staff to vote on a question electronically.

Creating a Poll

  1. Click Create Poll.
  2. Fill in:
Field Required Description Example
Poll Question Yes The question being put to vote Should we increase the monthly savings minimum to ₦5,000?
Options Yes The possible answers to vote for Yes / No / Abstain
Eligible Voters Yes Who can vote All Members
Start Date Yes When voting opens 01/08/2026
End Date Yes When voting closes 14/08/2026
Anonymous No Whether votes are anonymous Yes
  1. Click Launch Poll.

Members can vote on the portal. Staff can monitor live results.

Tips

Send Meeting Invitations

After creating a meeting, use the SMS or Email module to send invitations to members with the meeting date, time, and venue.

AGM Polls

For large decisions like dividend rates or bylaw changes, use the Polls module to get member votes before the AGM.