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Getting started guide
Getting started guide

Starting hosting smarter meetings in minutes

Rory Macrae avatar
Written by Rory Macrae
Updated over a week ago
    1. Add your team members

    1. What is a client pod?

    2. How to add your clients

    1. Creating a meeting

    2. Scheduling

    3. Adding meetings to your calendar

    4. Finalise your agenda

    1. Finishing your meeting

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1. Create your organisation

Any user can join meetings held on Connect4, but to host your own meetings, you must first create an organisation.

If you didn’t create an organisation when you signed up, you’ll see a prompt to create one on your main dashboard. Alternatively you can just click on your avatar in the top right corner and select My Organisation.

Add your team members

Once your organisation is set up, it’s time to add your team mates!

There are two ways to add new team members:

  1. Add each person manually. Simply click the Add team member and input their email address.

  2. Import your team from Karbon. For Karbon users, the quickest way to get the whole team up and running is to set up your Karbon integration.

    How to set up your Karbon integration >

2. Add your clients

Now that you’ve added your team, it’s time to set up your client meeting pods.

a) What is a client meeting pod?

Clients in Connect4 are organised into their own meeting pods. A client meeting pod is essentially just a container for all of the meetings held with that client.

All team members can access every client meeting pod. Clients too can access their own meeting pod — if you choose to give them access.

Inside a meeting pod, you can do the following:

  • Schedule new meetings.

  • Access details of past meetings.

  • Assign actions (tasks) to team members or client contacts.

  • Upload documents.

b) How to add your clients

There are three ways you can add a new client:

  1. Add a client manually. Simply enter your client’s name (either the company name, or the individual’s name if they’re a sole proprietor). Add the client’s email address if you’d like your client to be able to access their meeting pod.

  2. Import clients from Karbon. If you already set up your integration with Karbon practice management in step one, your full client portfolio will already be showing. If not you can follow this guide to getting set up.

  3. Import via .csv file. You can’t currently upload a list of clients directly yet. But, you can email a .csv file containing all of your clients and we’ll add them to your organisation as soon as possible.

3. Team huddles

Connect4 is the place to keep track of all of your meetings, including those with your team. Team meetings on Connect4 are organised into ‘huddles’.

Team huddles are very similar to client pods (see step 2 above). All of the same features are available — you can schedule meetings, assign actions and record notes.

Here are a few examples of different ways to use team huddles:

  • Daily standup. Record notes and actions from your daily team meeting.

  • One-to-one. Keep notes relating to one on one meetings between colleagues.

  • Project taskforce. Track all meetings relating to a particular internal project in the same place. This might be for a marketing campaign or recruitment process for example.

4. Preparing for a meeting

Now that you have all of your meeting pods set up, it’s time to start scheduling some meetings!

a) Creating a meeting

Click into a client pod or team huddle, and click the New meeting button.

You’ll be presented with options to choose an agenda template or start with a blank agenda. You can go back and edit your meeting agenda at any time. You can also name your meeting at this stage.

b) Scheduling

Scheduling your meeting is optional at this stage. This means that you can prepare for a new meeting before having confirmed the precise date and time.

When you choose to schedule a meeting, you have several options for where you’d like to host the meeting. You can choose to meet over MS Teams, Zoom or use Connect4’s own built-in video.

c) Adding meetings to your calendar

Adding meetings to your calendar is easy. Once you’ve selected a date, time and location, you’ll see a button to add an event to your calendar. Click this, and select your calendar from the list.

A link to your meeting is automatically placed in the body of the event information. This is a unique link that you can share with anyone regardless of whether they are registered users or not. It should look something like this:

d) Finalise your agenda

You can edit your meeting agenda at any time by clicking the Edit agenda button in the agenda panel.

Don’t forget to check out our extensive library of expert agendas if you don’t fancy creating something from scratch!

Once you’re happy with your agenda, you can send it to your client by clicking the Email agenda button.

5. Hosting your meeting

When it’s time for your meeting, just head back to your Connect4 meeting event.

If you added your meeting to your calendar using Connect4’s Add to calendar button, a link to the meeting will have already been populated inside your calendar event. Your clients can access the meeting via this link too, even if they’re not registered users.

Your Connect4 meeting contains everything you need to run a highly effective meeting, including:

  • Video link
    The Connect button will launch your video platform of choice. You’re free to move this to a separate screen, or position alongside your Connect4 meeting screen,

  • Meeting agenda

  • Note taking area

  • Actions tab

Finishing your meeting

On your meeting screen, in the top right corner you’ll see a button labelled Mark completed. This allows you to officially ‘close off’ a meeting once you’re done with it. Ideally you would do this after you’ve completed your meeting notes and assigned all relevant actions.

Completed meetings are shown in green in your meeting history.

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