Council Meetings & Leadership Workspace

Most communities have a small group that meets regularly to plan, decide, and follow up — a steering committee, board, organising team, or council. Council meetings are a private space inside your community for that group to schedule meetings, capture agendas and notes, and track follow-up tasks.

Unlike public events on the community board, council meetings are visible only to the people you invite — by role, not by name.

Who can see a council meeting?

Council meetings are private to:

• Community owners and founders — always allowed.
• Members in selected roles — when you create a meeting, you pick which existing community roles can attend. Members in those roles see the meeting on the board and the Organization tab; everyone else sees nothing.

Access is checked against each member's current role, so if you change someone's role, their access updates immediately. If you want to bring someone new into the council, give them the right role — no per-meeting invitation needed.

Creating a council meeting

Only community owners can create council meetings.

1. Open the Organization tab in the side menu (visible to leadership members).
2. Click New Meeting.
3. Fill in the basics:
   • Name and description
   • Start and end date/time
   • Location
   • Invited roles — pick one or more roles allowed to see this meeting
   • Recurrence — one-off, weekly, monthly, etc.
   • RSVP — toggle on if you'd like attendance tracking
4. Save.

For recurring meetings, the system automatically materialises the next 3 occurrences. Each occurrence has its own RSVP, agenda, notes, and action items, so weekly councils stay nicely separated.

RSVPs

When RSVPs are enabled, eligible members can mark themselves Going or Not going for each occurrence. The card on the Organization tab shows a count of who's going, so the host can plan.

Community owners can RSVP even when they're not in any of the invited roles — owners are always considered leadership.

Agenda

Each meeting occurrence has its own agenda.

Before the meeting starts, eligible members can propose agenda items. Each agenda item has:

• Proposal title and description — written by the person proposing
• Status — proposed, discussed, deferred, or done

The proposal content is editable only by the person who wrote it, and only before the meeting starts.

Once the meeting is started, the proposal text is locked. From that point on, the notekeeper can fill in:

• Discussion notes — what was talked about
• Decision notes — what was decided
• Status — moved to discussed, deferred, or done

This separation means original proposals are preserved as written, while outcomes and decisions are captured in their own fields.

Late agenda items

If something needs to be added during the meeting, the notekeeper or a founder can still add it — the new item is automatically flagged as added during the meeting so it's clear which items were on the original agenda.

Copying agenda from the previous meeting

Recurring meetings often share standing topics. Before a recurring meeting starts, leadership members can use Copy agenda from last meeting to bring forward all open items (anything not marked done) from the most recent past occurrence — useful for ongoing initiatives.

Notekeeper

Each occurrence can have an assigned notekeeper. The notekeeper:

• Can start the meeting (which locks proposals)
• Can edit the meeting notes
• Can update agenda statuses, discussion notes, and decision notes
• Can add late agenda items and action items

Founders retain fallback edit access whenever a notekeeper isn't assigned, so notes are never blocked.

To assign a notekeeper, open the meeting and use the Notekeeper dropdown in the leadership controls — it lists eligible members (owners and members in invited roles).

Meeting notes

Each occurrence has a single meeting notes area for free-form context — attendance, off-agenda topics, links, anything that's not tied to a specific agenda item. Notes are visible to all eligible readers, but only the notekeeper or a founder can edit them.

Action items

Action items are follow-up tasks for your community. They can be captured inside a meeting (as a follow-up to a discussion) or on their own — a standalone task that isn't tied to any meeting at all. Either way, each item can have:

• A title and optional description
• An optional assignee — a single person responsible
• An optional due date
• A status: open, in progress, done, or canceled

Items captured in a meeting also keep a link back to the meeting (and optionally a specific agenda item) for context.

Who can do what is controlled by three role permissions:

• View action items — see internal items and open the Action items tab
• Create action items — add standalone tasks
• Manage action items — edit, assign, share, delete, and change the status of any item

Owners can always do everything, and whoever created an item can manage their own. When your council roles already existed, they kept these permissions automatically — no setup needed.

The assignee of an item can always change its status (including marking it done) without escalating to leadership.

Sharing and claiming

A standalone item has a visibility:

• Internal (the default) — only organizers and the assignee can see it.
• Shared with the community — every member can see it, and any member can claim it to take it on. Claiming assigns the task to them; they can release it back to the available pool at any time. Only one member can hold a claim at a time.

Sharing is how you hand real work to willing members — event prep, errands, small projects. Items captured inside a meeting stay internal and can't be shared, so private meeting context never leaks.

Shared tasks don't wait for members to find the Action items tab: the community board shows a Help wanted box with the most urgent unclaimed tasks, and any member can claim one right there. The box disappears when everything is claimed. For the member's side of claiming and working on tasks, see Community Tasks.

The Organization tab

The Organization tab is the leadership workspace. It has two pages:

Meetings

Shows all upcoming council meetings the current member can see, one card per series with the next occurrence date attached. Each card displays a quick summary: RSVP count, number of agenda items, and whether a notekeeper is assigned.

Action items

The home of all of a community's tasks — both meeting follow-ups and standalone items — sorted by due date. (The most urgent shared tasks also appear in the community board's Help wanted box.) What you see depends on your role:

• Organizers (owners and roles with an action-item permission) get the full board with filter chips All, Mine, Overdue, and Done, plus a New action item button.
• Members see the tasks their community has shared, with Available and Mine chips and a Claim button on each open task.

Click a row to open the item. Meeting follow-ups show their origin and link back to the meeting; standalone items open their own detail view where you can update, share, or claim.

Privacy reminders

• Council meetings, agendas, and notes are private to invited roles and owners.
• Direct links to council content do not work for non-invited members — they redirect to the community board.
• Meeting follow-up action items stay private to people who can see the parent meeting, and they can never be shared with the wider community.
• Standalone action items are internal by default (organizers and the assignee only). They become visible to all members only when someone explicitly shares them.

Related help

• Understanding Roles & Permissions — how to set up roles for your council
• Community Calendar & Events — for public events visible to all members
• Managing Members — assign roles to bring people into the council