Making sure that everyone at a staff meeting or training has all the correct materials and knows where they need to be when can be tricky. Creating a guide for your meeting or training is a helpful way for all the materials to be right at your staff's fingertips. Because everyone is already carrying around their phone, they don't need to remember to bring extra papers or a particular document; you can include it right in the guide! In this article, we'll cover some great features that likely will be useful when building a guide for a meeting or training. You may want to explore other features as well to see what features best suit your specific needs.
There is a great pricing plan available for your app, no matter the size of your audience! We offer pay per download or flat rate plans, depending on your need and functionality interests. Head over to our pricing page for all the details!
Custom lists allow you to add any type of information. In the case of a meeting or training for staff, you might have custom lists providing Pre-Work Information and Files, any PDF's, Presentation Materials, or Handouts that your staff might need during your meeting. You might also provide a list of employees attending the meeting, or a list of new hires.
To add a custom list, click "Add features to your guide" and click "Add" under the custom list feature. You're able to add custom list items manually as shown in the above GIF by clicking "New" once you are inside the list, or you can use our import template to bulk import data into each list.
Within a custom list you can change the name of a custom list as well as the icon associated with the list on your menu! If there are particular custom list items that you need to draw attention to you can pin items to the menu.
Schedule tracks allow your guide to have multiple schedules. For example, if you are having a big team meeting and there are breakout sessions for the Marketing Team, Sales Team, and Support Team during your meeting, you can create tracks so that the people on each of these teams know where they are supposed to be. Click here to learn more about tracks.
You can set up tracks when you are importing your schedule template (there is a column for tracks in the template) or you can manually add tracks!
Here is an example of adding sessions to created tracks:
You're also able to add a track from an existing session like this:
If it's a small meeting it may be useful to have a track for each person so they know which sessions to attend. If it's larger, you may have tracks organized by groups like Marketing and Sales; whatever groups would be helpful as an organizational tool for your meeting or training! If your guide is for a training you could use tracks if people have different training schedules (Group A, Group B, and Group C).
With the most recent schedule improvements on mobile, tracks are easier to navigate toward. You can also pin schedule tracks directly to the menu for even easier access.
Linking is a really useful addition to your guide. You can link custom list items to sessions or to other custom list items. For example, you might link the session in which your CEO is speaking to his bio in the Speakers custom list. You can set up links manually (this is great if you're only doing a little bit of linking) and you can set them up with a template. If you are using a template and linking from a Custom List, this article gives detailed instructions. If you are linking from Sessions, this article will help clarify next steps.
Not only can you link sessions to list items but also you can link to surveys and PDFs! For example, if your guide is for onboarding new staff members, you might have some information they need to read linked as a PDF. If you have a lot of PDFs your staff needs to have access to, you can create a content library menu item. You're also able to link URL's to sessions and list items.
Linking increases your guide's usability because you're able to include what your attendees need during your meeting or training.
There are lots of ways to utilize surveys based on your needs. To create them, check out this article. Surveys can be linked to sessions or custom list items, or they can be featured on your menu by adding a Feedback menu item:
You're able to link surveys manually either from the survey (this support article discusses using one survey for multiple sessions) or directly from the session as shown in the GIF above. You can also use the Custom List or Session Linking Templates if you are linking a lot of things at once.
Using surveys can be helpful to track attendance too! You can have a unique code in the room where the session is taking place, and have your staff members and new hires fill out a survey with their name and the code. By exporting the survey data, you can track who came to which meetings.
Web Views are a portal to the internet within your guide. If you need to stream the meeting or training, you can use a web view to attach the url to your live stream!
Other Useful Features
Depending on the size of your meeting or training, and what your goals are, you may want to include our Social Networking features like Interact (Guidebook's news feed feature), Chat (your staff members can message directly within the app), and Check-in (the Attendees feature where your team can share contact information with each other).
Using a guide for your staff meeting or training can help organize all the information you are handing out and need people to have. The ability to have everything in one place is beneficial for you and all your staff!