How to Use

Meeting Organization Tips

Before Creating Meetings:

• Have all details ready (date, time, description)
• Prepare attendee email list
• Gather any attachments beforehand
• Decide on quorum requirements
• Plan voting questions in advance

Meeting Titles:

• Use clear, descriptive names
• Include date or identifier if needed
• Make it easy to find in search

Descriptions:

• Include meeting purpose
• List key topics to discuss
• Add any preparation required
• Mention special instructions

Attendee Management

CSV Upload:

• Keep a master list of frequent attendees
• Use consistent email formats
• Verify email addresses before uploading
• Test CSV format with a small file first

RSVP Tracking:

• Send invitations well in advance
• Use reminders for non-responders
• Check quorum status regularly
• Follow up with "Maybe" responses

Voting Best Practices

Question Design:

• Keep questions clear and specific
• One topic per question
• Avoid ambiguous wording
• Consider Yes/No/Abstain options

Voting Timing:

• Open votes at appropriate times
• Allow sufficient time for responses
• Close votes when discussion ends
• Share results promptly

Quorum Management

Setting Requirements:

• Consider meeting importance
• Balance between flexibility and requirements
• Communicate quorum needs to attendees
• Adjust if needed based on response rates

Tracking Attendance:

• Monitor quorum status regularly
• Send reminders if quorum isn't met
• Consider rescheduling if quorum can't be achieved
• Document quorum status in meeting records

Transcription Tips

Recording Quality:

• Test audio before important meetings
• Use external microphone if available
• Minimize background noise
• Position device close to speakers

File Management:

• Name audio files descriptively
• Keep recordings organized
• Review transcriptions for accuracy
• Share the transcript, summary or minutes with attendees yourself, as a PDF or Word document

General Productivity

Search Function:

• Use the search on the home screen to find meetings quickly
• Use the past, starred and archived lists to find older meetings

Navigation:

• Use back arrows to return to previous screens
• Tap meeting cards to view details
• Use floating action buttons for quick actions
• Access profile from top-right icon

Multi-Device Use:

• Sign in on multiple devices, or in the Web App at app.meetingtool.online
• Sync happens automatically
• Access meetings from anywhere
• Keep app updated on all devices

Troubleshooting Common Issues

Can't Sign In:

• Check email and password
• Use "Forgot Password" if needed
• Verify internet connection
• Ensure app is updated

Meetings Not Loading:

• Check internet connection
• Refresh the app
• Sign out and sign back in
• Contact support if persistent

Notifications Not Appearing:

• Check device notification settings
• Verify app permissions
• Ensure app is not in battery saver mode
• Check notification history in app

Upload Issues:

• Verify file size limits
• Check file format compatibility
• Ensure stable internet connection
• Try smaller files first

Getting Help

In-App Support (Help & Support):

• Help FAQs: Answers to common questions
• Ask AI Assistant: Ask how to do something in MAT
• Chat with Support: Chat with a person on our support team
• Use help icons (i) for guidance

External Support:

• Email: support@meetingtool.online
• Phone: +27 83 244 5540
• Business Hours: 09h00 - 17h00
• Visit the contact page on the website

App Information:

• Check app version in Profile
• Include version when reporting issues