Sending out protocols for a missing appointment

Sending out a protocol can ALWAYS be accomplished by attaching the protocol file to an appointment. In case, no appointment has been created, the following steps should help:

1. Create e. g. the regular tabler’s meeting as a non-public event, with a future date and registration period (changing the date to the past will be done later). Keep in mind that the start of the registration phase is far enough in the future (min. 1h).
2. A detailed manual to create an event can be found here
3. Add everybody who should receive the protocol as invitee (members and possibly also prospects)
4. Save/Finish

(Important: the invitation-mail will be sent out at the beginning of the registration phase; following the next steps, this does not happen)

5. Now, the event, you want to reschedule to the past, appears in the list of planned events. Select “Manage” from the yellow “Actions”-button to re-open the event.
6. The registration phase always has to begin before the event itself. Therefore, first change the date for the registration phase. After this you can also modify the event date to the date in the past (start- and end-time of the event).
7. Scroll all the way down and “Save”.
8. The event will be marked with the status “over” and shows up in the list of protocols. *
9. Sending out protocols is described here [link to help page]. **

*Invitations will only be sent out at the beginning of the registration phase automatically or if an additional invitee is added during an active registration. As we changed the registration phase start- and end-date from “in the future” to “in the past/expired”, none of the recipients added at step 3 will receive any invitation.

**if you send out protocols without inviting anyone, it will only be sent out to the RTD-board and the defined protocol-related people; if table members are added before sending out the mail, they will also receive the protocol. After sending out a protocol, all members can view it selecting the menu-topic “reports”

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