ViciBMS

· Company Locations can be Configured



· Designations can be created which can be tagged to the users.



· Configure the calendar for a financial Year along with the Working Hours, Weekly Holidays, Public Holidays etc.



· Users can be created so that they can logon to the application and participate in the meeting. Roles can be assigned to the users so that they can perform the required administrative tasks in the application.



· Templates can be configured so that mails can be sent in a specific format and in a consistent manner and importantly very quickly. With support for placeholders in the mail content, automatic replacement will happen for sending out Draft Notices and Notices to the meeting participants for inviting them to the meetings.



· Meeting Types can be configured like Board Meeting, AGM, EGM, Procurement Committee Meeting etc. These need to be created before configuring meetings for a financial year



· Configure Meetings for the entire year can be (preferably should be) configured upfront based on the frequency and the gap between the meetings. Once these are configured, the reminders will be sent to the appropriate users informing them to send out mails to the participants for participating in the meeting.



Once all the above are configured properly, then the users will be able to view the completed and upcoming meetings using the Meetings Interface.

· All the future/upcoming meetings will be displayed under the Upcoming tab and all the completed meetings (whose meeting dates are before today) will be displayed in the Completed tab.

· Clicking on any of the meetings will display the details of the meeting.

· For each meeting the following things can be configured

o Draft Notice mail can be sent by Inviting the Participants. Draft Notice Mail template will be used for sending out this email.

o Notice mail can be sent by Inviting the Participants. Notice Mail template will be used for sending out this email.

o Agenda document for the meeting can be uploaded. Only PDF files are supported now for uploading.

o Attendance Confirmation can be registered, by selecting Yes or No for a user, who has confirmed his/her presence or absence.

o Previous Meeting Minutes document will automatically be displayed here based on the previous meeting of a similar meeting type. This cannot be uploaded for this meeting.

o Resolutions – The resolutions document can be uploaded as a PDF document.

o New Business Discussion Items – Agenda Items for the current meeting can be configured using this interface. Along with the Agenda Item’s Number, Title and Description, attachments can also be uploaded against an Agenda Item. These attachments will be added to the Tab Sheets for this meeting.

o Minutes of the Meeting – This can be uploaded as a PDF document as well.

· For all completed meetings, once the following documents are all available, then they will be merged as Tabs for that meeting (TabSheets document).

· The TabSheets document will be available for the users in a viewer, where users can draw annotations on the document.

· The viewer presents multiple features like

o Zoom In and Zoom Out.

o Navigation across all pages of the document,

o Navigation across the tabs of the document

o Listing of pages where the annotations are added.

o Drawing annotations on the pages of the document

o Viewing the Agenda Item corresponding to a Agenda Item attachment, when that attachment is being viewed.