Precise plans for sensitive meetings.

Workspace

Every meeting you can open, in one list.

The menu on the left holds the meeting or group you are working on, with its sections beneath it. The Meetings page lists saved meetings and this tab's session-only meetings together.

• Choose a meeting or group from the top of the menu: recent items, saved meetings, this tab's meetings and groups.
• Filter by sensitivity, date, group, owner and where a meeting is kept; sort by date, title or last change.
• A preview shows attendees, tables, meal choices, travel recorded, the owner and the sharing before you open anything.
• Search in the top bar finds meetings by title, place or organizer, and people for the roles that can see the directory.

In saved mode, Owners and Admins also have User management, Settings and the Audit log. Settings hold the organisation's name and logo and the defaults new meetings start from; existing meetings keep their own.

Seating & tables

A seating plan that matches the room.

Eight table shapes, from boardroom rectangles to U-shapes and classroom rows. Seats are numbered clockwise from the top left, the way the printed plan reads.

• Drag a chair to move someone, or drop it on another person to swap them. The chair snaps to the nearest seat.
• Seat people entirely from the keyboard, or work from the Unassigned tray and paste a list straight from Excel.
• Remote guests and dial-in details belong to their table and print alongside it.
• Nobody is deleted by changing a table. Anyone displaced returns to the tray, with a message saying who moved.

Meals & dietary

Every dietary need, at the right seat.

Turn any agenda item into a meal, set the menu with allergens and diet tags, and record each person's needs with a severity, from a preference to anaphylaxis.

• A keyboard-first choices grid for hundreds of attendees across several meals.
• Conflicts are flagged when a dish contains a declared allergen or does not meet a diet.
• Chairs carry a dietary badge that differs by shape as well as colour.
• A catering pack with counts by dish and by table, a server's chart and place cards.

Dietary details are printed only when you choose to include them. A per-attendee copy shows each recipient their own needs and no one else's.

Travel

Arrivals and departures, checked against the agenda.

Record each attendee's journey in and out: up to six segments each way by air, rail, road or ferry, with connections, ground transfers and the hotel stay. Times are typed as printed on the ticket, in each place's own time zone, and are never converted.

• The arrivals and departures board groups everyone by local date and a time window of one to six hours.
• Late marks anyone arriving after the agenda's first item starts, and early anyone leaving before its last item ends.
• Transfer manifests list each pickup with its place, provider, riders and their flights.
• Open the board full page for one meeting, a chosen set of meetings or a group.
• Travel works in session-only meetings too: the exported workbook carries it.

Checklist & deadlines

What has to happen, and the dates that cost money.

Each meeting has a checklist of tasks and deadlines. A deadline is a contract term: final headcount, menu final, deposit or payment due, cancellation, attrition, room block cutoff or contract signature, with the vendor and the amount where there is one.

• Items are grouped as Overdue, Due this week, Later, Undated and Done, counted from today in the meeting's time zone.
• Apply a template to add a standard list in one step. Each item is set a number of days before the meeting, so a room block cutoff at 30 days lands on the right date.
• The built-in starter for a corporate meeting has 23 items. Owners and Admins can add the organisation's own templates.
• The timeline runs from the first dated item to the meeting day, with today marked and the agenda on the day itself.

Applying a template never changes items already on the list, and skips titles that are there.

Ground transport

Shuttles and cars, built from the arrivals you recorded.

Plan the runs that bring attendees from the airport or station and take them back: each with its direction, status, vehicle, seats, vendor and driver, and its passengers in boarding order.

• Suggest runs groups arrivals by airport or station and a time window you choose, filling vehicles up to their seats. Nothing is saved until you add the runs you want.
• Arrivals and departures not yet on a run are listed, each with a way to put it on one.
• Conflicts are flagged: a flight landing after pickup, a pickup too late for a departure, a run over capacity, or someone on two runs in the same direction.
• A manifest for the transport company as a PDF, Excel workbook or CSV. Phone numbers are left out unless you include them; confirmation numbers and notes never appear.

An attendee's own copy shows only their own shuttle: the run, the pickup time and place, and no driver details.

Attendee forms

Attendees add their own details; you decide what goes in.

In saved mode, send attendees a link to a short form that works on a phone. They add their title and company, allergies and diet, meal choices, travel in and out with their stay, phone, accessibility needs and a note. They can't change their name or anyone else's details.

• A link works for 72 hours by default, or from 24 hours to 7 days, and sending a new one stops the old.
• The form starts blank, so a forwarded link shows nobody's details. Turn on the email code and the details already on file are shown once the attendee enters the code sent to them.
• Nothing a reply contains changes the meeting by itself. You review each change and tick what to apply; a change that would remove what is on file starts unticked.
• Replies are encrypted, and deleted 30 days after they are applied or dismissed.

Controlled distribution

Know which copy went to whom.

Any export can be a print run: one copy per attendee, a group copy with a distribution code, or a copy carrying your own message. The watermark is drawn over the page, so nothing on it can cover the mark.

• Per-recipient copies read Copy for the recipient's name and company under the watermark, and Copy 4 of 105 in every footer.
• Distribution codes such as DST-7F3K-29QX identify a group copy.
• AES-256 passphrases on every PDF in the export, with editing and text copying restricted. Printing stays available.
• Passphrases and distribution codes are never stored, and never written to the workbook.

A watermark is a deterrent and a trace, not a lock: it shows where a copy came from. Add a passphrase when a copy must not be opened by the wrong person.

Groups

Keep the meetings that belong together in one place.

In saved mode, a group collects saved meetings, such as a board cycle or an offsite programme, in the order they happen. From the group page you can produce its plan book, open its travel board or run its travel report.

• Up to 200 meetings in a group, in the order you set. The plan book follows that order.
• Share a group with named people as view or edit, the same way as a meeting.
• Sharing a group doesn't share its meetings. Members see only the meetings already shared with them.
• Deleting a group never deletes its meetings.

Access by role

Each role sees what it can use, and the server checks it.

The menu shows an item only to the roles that hold its permission. The server enforces every route on its own, so a hidden menu item is never the only control. A signed-in person who opens a page their role doesn't allow is told so.

• Contributors edit only their own private profiles; Planners and above edit shared ones. Only a profile's owner can share it to the directory or make it private again.
• An Owner or Admin can read another person's private profile, but not edit it. That read, like previewing a meeting nobody shared with them, is recorded in the audit log.
• Internal notes reach only people who can edit the meeting. The server never sends them to view-only users.
• Importing and exporting profiles are permissions in the roles matrix, on by default for Owners, Admins and Planners. The server checks export on every page it returns.
• The budget and invoices need the finance permission (Owner, Admin and Planner by default), and sending attendee forms needs its own permission (Contributor and up by default). The Owner can change both, and the server enforces them.