📚 Book Club Meeting

Use this runbook to prepare and lead a meeting. The top-bar controls and meeting data are shared by the app, while facilitator mode stays enabled only in your browser.

1. Save and clear the previous meeting

1. If the previous meeting needs to be kept, download its PDF first (see step 7).
2. Select Facilitator Mode and enter access code 999.
3. Select Reset Session, then type Reset Session exactly to confirm. This permanently clears the shared participant list, groups, group messages, and synopsis, and restores the nine default questions.
4. Reset turns facilitator mode off. Select Facilitator Mode again and re-enter 999 before continuing.

2. Open your facilitator dashboard

1. Sign in with the name you want to use in the meeting roster.
2. Select any three questions and choose Submit Choices & Enter Lobby. This completes sign-in and opens the facilitator dashboard. Your name remains in the participant list like everyone else's.
3. Keep facilitator mode on in this browser. If the dashboard is not showing, confirm that you have signed in and submitted three question choices.

3. Prepare the synopsis and discussion questions

1. Select Book Synopsis, paste or edit the book synopsis, then select Save Synopsis. Attendees can read it using the top-bar Book Synopsis button.
2. Select Set Questions and enter 3 to 9 distinct questions (maximum 300 characters each). The nine boxes scroll independently of the Save/Cancel buttons. Select Save Questions; select Cancel to discard edits.
3. Finish editing the question list before asking attendees to choose their three questions. Attendees can use the top-bar Discussion Questions button as a reference.

4. Admit attendees and review preferences

1. Use the facilitator-only QR Code button to display the joining code, or share the app address. Ask each attendee to enter their name, select Sign In, choose exactly three questions, and submit their choices. They will wait in the lobby until you assign them.
2. Names appear under All Participants after signing in. Their chosen questions are shown as preferences to help you form discussion groups.
3. Attendees who choose more than one of their groups can switch between them. A participant's name remains in the roster when you rearrange group membership.

5. Create groups, assign questions, and arrange members

1. In the dashboard's Groups tab, enter a group name and select Add Group. Repeat to create the groups you need.
2. Use each group's question menu to assign its discussion question.
3. Select a group name to select it, then select participant names under All Participants to add them. Select a name again to remove that person from the selected group. A participant can belong to multiple groups.
4. You can also remove a member with the × on their group member chip. To delete a group, select Delete and confirm; its members are unassigned, not removed from the participant roster.

6. Facilitate and present

1. Attendees enter their assigned group chats and send their discussion contributions. Messages are shared and become part of the group's meeting response.
2. Select a group's Open Chat button to view that conversation. Return to the facilitator dashboard to manage the groups.
3. Open the Present tab. Use Display group to show all groups or select one group's submission. The selected view shows its question, members, and responses in large text; responses update as messages arrive.

7. Download the meeting record before resetting

1. In the facilitator dashboard, open Present and select Download Meeting PDF.
2. In the browser print dialog, choose Save as PDF and save the report. It includes the synopsis, question list, participant choices, group membership, and timestamped group messages.
3. The PDF includes every group, regardless of the group selected for presentation. Confirm the PDF is saved before resetting; reset clears the shared session and cannot be undone.