Scheduling Team Meetings

Scheduling Team Meetings

Pre-trip meetings are essential for team building, training, and logistics coordination. The Meetings tab helps you schedule meetings, communicate details, and track who attended.

Creating a Meeting

To schedule a new meeting:

1. Go to the Meetings tab on your trip dashboard.
2. Click Add Meeting.
3. Enter the meeting title (e.g., "Team Kickoff," "Fundraising Training," "Packing & Logistics").
4. Set the date, start time, and estimated end time.
5. Add a location — this can be a physical address or a virtual meeting link.
6. Optionally add a description or agenda so members know what to expect.
7. Save the meeting. All team members will be able to see it on their trip dashboard.

Setting the Right Schedule

Most mission trips benefit from 3–5 pre-trip meetings. A suggested schedule:

• 8–10 weeks out — Team Kickoff: introductions, trip overview, expectations, and fundraising plan.
• 6 weeks out — Cultural & Spiritual Preparation: learn about the destination, begin team devotions.
• 4 weeks out — Logistics & Documents: travel details, passport checks, packing lists.
• 1–2 weeks out — Final Prep: last-minute items, emergency procedures, prayer.
• Post-trip — Debrief: share experiences, process what happened, discuss next steps.

Tracking Attendance

After each meeting, leaders can mark attendance:

• Open the meeting from the Meetings tab.
• Check off each member who attended.
• Members who missed can be flagged for follow-up.
• Attendance history is saved, so you can see patterns if someone is consistently missing meetings.

Consistent attendance helps build team cohesion and ensures everyone is prepared for the trip.

Meeting Reminders

Team members receive reminders about upcoming meetings so nobody forgets. Reminders include the meeting title, date, time, and location. If a meeting is rescheduled, the updated details are reflected automatically.

Virtual Meeting Support

For teams that are geographically spread out, you can host virtual meetings:

• Add a Zoom, Google Meet, or other video call link as the meeting location.
• Members can click the link directly from their trip dashboard to join.
• Consider recording virtual meetings for anyone who can't attend live.