Agendas, items & time limits

Agendas

An agenda is one meeting plan: an ordered list of timed items plus a roster of participants. It has:

• Title — required.
• Description — optional, shown on the display screen before the meeting starts (line breaks are preserved).
• Scheduled start — optional date and time, with a timezone. If you set a start time you must pick a timezone; it defaults to your browser’s. Start times are stored as an absolute instant plus the chosen timezone, so they display correctly on any device anywhere.

The Agendas page lists all agendas, most recently updated first, with each card showing the item count, the total expected minutes, and the scheduled start.

One agenda can be run many times — each run keeps its own history. See Reports.

Caution

Deleting an agenda deletes everything in it: its items, its participants, and all of its past meeting runs and reports. There is no undo.

Agenda items

An item is one timed block of the meeting — a speech, a report, a break. It has:

• Title — required.
• Time thresholds — Min, Expected, and Max minutes (details below).
• Assignee — optionally, one of the agenda’s participants.
• URL — optional. While the item runs, the URL is shown as a QR code on the display screen — handy for a voting form or slides link. It must be a full URL including https://.
• Sub-item loop — optional per-participant rounds; see Sub-item loops.

The three time thresholds

Every item (and every sub-item round) carries up to three times, always in the order min ≤ expected ≤ max:

Threshold	Meaning	Required?
Min	The minimum a good contribution should take	optional
Expected	The planned/target duration	required
Max	The hard upper limit	optional

Times are entered in minutes, from 0.5 to 600, in half-minute steps — so 1.5 means 90 seconds, and 10 or 10.5 are both fine, but 10.25 is not.

Each threshold drives something different during and after the meeting:

• Expected is used for planning: the schedule on the display screen adds up expected times to compute each item’s planned start and the estimated end of the meeting.
• All three drive the live timer colors: the timer starts white, turns green when the minimum is reached, yellow at the expected time, and red 30 seconds before the maximum. A threshold you didn’t set simply skips its stage.
• Max additionally triggers a beep on the control screen the moment it is reached.
• All three appear in the report, where each item’s status (under min, on time, over expected, over max) is judged against them.

The white/green/yellow/red colors are intentionally identical in every color palette — they mirror the physical timing cards used at Toastmasters meetings, so the whole room reads them instantly.