Modules are the elements of a meeting. Each module consists of one or several steps and must include a step. These instructions are used when editing on the desktop view of app.
Editing module and step names
The module name is edited in the desktop view on the right-hand side. The module name can be a maximum of 60 characters. You can also pick an icon for a module (there are 17 icons to choose from), but also leave a module without an icon. The icon indicates to which module a step belongs. The module names will appear in the agenda of the finished template (the workflow step). The step name can be edited on the left side of the desktop view. The maximum length of step names is 60 characters.
Choosing step type
There are four step types (pre-made distinctly functioning steps) to choose from: Instructions, Agenda, Next steps, and Rate.
Instruction steps
include text to guide the participants in instructing them on tasks and actions in the meet. You can write texts in the text editor and make bold, italic, and underline. You can also use bullet points and numbered lists. The maximum character for the instruction text is 100 charterers. We recommend keeping them short.
In addition, there is a Tip section where tips can be written to support participants in the meeting, guide them in their work, or instruct them on what to pay attention to.
When you publish the template, the instruction step and tip texts are automatically generated into a voice prompt. You can, though, switch off this ability by pressing in the step the sound icon in front of the step time.
Adding buttons to instruction steps
You may add action buttons to the instructions by clicking the + icon below the Tip section.
You can choose from the READY, VIDEO, or NO BUTTON options. By default, the NO BUTTON option is selected.
The "READY" button allows participants to indicate their readiness level for the task, whether they have no more questions or are ready to move forward. It is also used to ensure that all participants have had a chance to participate in work. When a participant presses the READY button, their icon will be highlighted in orange.
The "VIDEO" button adds the in-app video tool, enabling anyone to make a video that is stored after the meeting in the meet gallery. By default, the video feature is used at the end of meets to record summaries, findings, and end results of a meet.
The "AGENDA" step
lists the module names in the order they appear. You can use this to display the agenda for your meet.
"NEXT STEPS"
is a step that enables the meet participants to choose between scheduling the next meet, deciding on follow-up tasks, or ending the meeting. The participants can end the meeting or choose to schedule the next meeting. When done, the app returns to the next steps and shows a green tag to indicate the scheduling is done. Participants can now assign follow-up tasks to do, define responsibilities, describe them in texts using a maximum of 140 characters, and set deadlines for the tasks.
The "RATE"
step is used to evaluate the quality of the meet with four pre-defined questions:
- Rate your engagement in the meet
- Rate how well the goal was achieved.
- Rate the value of the meet for you.
- Rate communication quality in the meet.
These ratings will generate the meeting quality score and add to each person's eM Score in the app. After a meeting ends, the average and your personal rating can be found in the Meets gallery.
Time of steps
You determine the time to use each step from the "Edit step duration." You can set a base duration of the step and an additional duration per user.
For a meet where you want each person to be able to bring their perspective, we recommend adding a base duration that is relatively short, for example, 2 min, and then adding the additional duration per user for each participant.
These can range as you prefer. For short round tables, we recommend adding 1 minute per person. For warm-ups, even 30 seconds is enough. Adding 2-3 minutes per person would be recommended for more developmental discussions. Always adjust the base duration and the added time per participant based on the topic and goals of the meet and the desired engagement of participants.
Module time, buffer time, and total time
The module automatically calculates the time based on the step duration. The default calculation for module times is four people. If you want to see how much time the module would take with more or less than four people, you can easily adjust it at the bottom right-hand corner, where the total duration is shown.
Buffer time: You can also adjust the buffer time for the meet. It automatically sets a 10-minute buffer time per hour. For 2-hour meets, it thus adds 20 minutes. You can always adjust the buffer time included in the meet. Buffer time is good to add as there is always some need to adjust the planned time for steps and modules in a meet. It is always nice when a meet ends earlier than planned if the buffer time is not used.
Organizing and editing steps and modules.
Steps and modules can be easily ordered by dragging them.
They can also be deleted quickly with the delete button 
. You can drag a step within a module or drag it outside a module to place it in another module. You can also add new modules to a template with the "Add a module" button. We offer pre-made modules that include one or several steps. You can also create modules from scratch.
Saving and publishing templates
You can exit the edit mode by pressing EXIT in the upper part of the template editor view, closing the browser, or returning to the main page in the epicMeets app.
The template you have been editing is automatically saved and can be found in the CONTINUE EDITING folder under "Edit Template."
When you are done editing a template and want to publish it, press "Publish" in the upper part of the view. Here, you can still edit the template name and write a short summary of the goal of the meet (max 150 characters).
You can then select to add the epics symbol if the template is designed to be used with epics, the visual working tools by epicMeets. Finally, choose the visibility of the template:
You can choose to make it visible in your personal template folder or in your organization's template folder. Then press "Publish template." The template will be in the folder you chose.
