Preparing a meeting

Good meetings are prepared in the margins of the week, not the night before. In Wyroo that preparation is two habits: queue a card the moment you think “we should discuss this”, and let the wizard turn that queue into an agenda when the meeting comes up.

Queue cards during the week

1. On the board, right-click a card and open Discuss during. Tick the meeting type it belongs to, for example Site meeting. A check mark shows where the card is already queued, and a second click removes it.
2. You can do the same from the card itself: open it and use the Discuss during field.
3. A queued card shows a small people icon on the board. Hover it to see which meetings it is queued for. The board’s Filters menu can also show only the cards queued for one type, so just before the meeting you can check the agenda-to-be in one click.

A card can be queued for more than one type at once. When a meeting is closed, the cards that were on its agenda are released from that type’s queue automatically.

Prepare the meeting: three steps

On the Meetings tab, click New meeting. The Prepare meeting wizard walks you through three steps.

Step 1: attendees

Pick the Kind of meeting first. Choosing a type immediately fills the agenda with the cards queued for it, oldest first, so the agenda reads in the order topics came up during the week. The Name is suggested from the type, the meeting number and your company; the moment you type your own text it stops following the type.

Then choose who attends:

• Team: tick the project members who should be there. You are preselected as the organiser.
• External guests: people without a Wyroo account, added by name and email, for example the client or a supplier. They receive the invitation and the report by email.

Step 2: build the agenda

Drag cards from Active cards on the left into Agenda items on the right, and drag within the agenda to set the order. This only composes the agenda; it never moves or changes a card on the board.

• The pool shows the project’s open board cards, with a search box and filters by card type and role, and an Add all button. Backlog and completed cards are not offered.
• Each agenda item can carry an Estimated duration (minutes), which the meeting room uses to keep time.
• Add point adds a free agenda point that is not a card: a title plus an optional description, in which you can mention people with @.
• Points that stayed open in the previous meeting are carried in automatically, marked From last meeting.
• Every new agenda ends with an Any other business round. It is an ordinary point: drag it elsewhere or remove it.

Step 3: date and location

Pick the date and start time (today or later). The location is pre-filled with the project address. Leave Send an invitation to the attendees ticked and finish with Create meeting.

Invitations

Every attendee with an email address receives a branded invitation with the date, the location and the numbered agenda, in their own language. A standard calendar file (.ics) is attached, so the meeting lands correctly in anyone’s calendar, in any timezone. The organiser always gets a copy.

You can also send or resend the invitation later from the meeting page. Editing a meeting does not re-send invitations unless you tick the box again while saving.

What external guests see

Team members’ invitations link straight into Wyroo. External guests instead get a View the agenda button that opens a public agenda page: no account or login needed, branded with your company logo, always showing the current agenda. It shows point titles and descriptions only, never notes, conclusions, card details or the attendee list. The page only exists when at least one external guest is invited, and every visit is logged.