Guide: Preparing for Your AGM

Your AGM is one of the most important meetings of the year. It's where you review your club’s progress, elect a new committee, and set up for the next season.
Here’s how to manage the whole process in TidyHQ, from planning to attendance tracking and follow-up.

1. Create your AGM in Meetings

Head to the Meetings app and click New Meeting.

Add the title, date, time, and location (or an online link using the Zoom integration).
Use the Description field to include formal notices, nomination details, or any special voting information.

💡 Tip: You can duplicate last year’s meeting to save setup time or better yet, turn it into a Template.

Choose your meeting type

Private Meeting — visible only to admins or invited attendees.
Ideal for committee-only AGMs or where membership is restricted.
Public Meeting — published on your TidyHQ site for members (or the public) to view. Perfect if your constitution requires public notice.
Meetings are Private by default, so for a Public meeting, click on the drop-down arrow in the top right and choose Make Public.

2. Build your agenda and attach reports

Inside the meeting:

Add Agenda Items for each section — e.g. “Confirm minutes of previous AGM”, “Treasurer’s Report”, “Election of Committee”.
Use one item (or sub-item) for each Decision that might be made (e.g. to accept the report, or per election)
Upload documents (minutes, reports, nominations) as Attachments — these are stored safely in Storage.
If the meeting is Public, mark attachments as visible so attendees can read them beforehand.

Use Tasks to delegate preparation:

“Draft Treasurer’s report”
“Prepare presentation slides”
“Update financial summary”

3. Invite attendees and track RSVPs

TidyHQ lets you invite people to meetings and track who attends.

Click Manage Invitees and select from your Contacts or Groups.
You’ll see invited members listed inside the meeting.
As attendees confirm or decline, their status updates automatically.

During or after the meeting, mark attendance manually:

Open the meeting.
Select the Attendance tab.
Tick who attended and save.

This helps you maintain accurate records and can serve as your AGM attendance roll.

🔎 More info: Inviting attendees to Meetings & tracking their attendance

4. Send your meeting notice

When everything’s ready, notify your members.

Click Send Invites to email every invitee a copy of the agenda, a calendar invite and RSVP options.
For public meetings, you can link to the RSVP page from social media or anywhere else.

5. Run the AGM and record decisions

During the meeting:

Open the Minutes tab and record notes against each agenda item as you go.
Capture Tasks as they arise (these automatically appear in the Tasks app).
Record Decisions — e.g. “Motion passed”, “Treasurer elected: Jenny Lee”.
Attendance can be updated live if you’re checking people in at the door.

After the meeting:

Finalise and publish your minutes.
Click Share Minutes to email a copy to every invitee, or Print to save as a PDF.

6. Update committee roles

Once the new committee is elected:

Go to Admins & Roles → Roles.
Add the new office bearers (President, Secretary, Treasurer, etc.).
Remove outgoing committee members’ permissions.
Reassign any outstanding Tasks (if not already attached to a Role).

If you’re part of a TidyConnect network, updates automatically appear to your connected peak body.

7. Store and share your AGM records

Upload signed minutes and financial reports to Storage.
Keep them in a folder named by year for easy reference.
Use Communicate to send members a wrap-up email linking to outcomes or minutes.

💡 If your regulator requires a submission, you can export attendance and minutes directly from the meeting page.

Quick checklist

☐ Create the meeting (Private or Public)
☐ Invite attendees and enable RSVPs
☐ Add agenda items and attach reports
☐ Send meeting notice and reminders
☐ Record minutes, votes, and actions
☐ Mark attendance and finalise minutes
☐ Update committee roles and permissions
☐ Upload signed records to Storage

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