Guide for using your WEDO network

Types of accounts

WEDO allows you to independently manage the users of your network. As an administrator, you have full control over this management. There are four types of user accounts, each with different permission levels, ranked as follows:

Administrator > User > External > Light (reserved for specific technical cases)

This means that a "higher" type user has at least the same permissions as those of the lower types.

Administrator account

An administrator can create, modify, and delete WEDO accounts for collaborators directly on the platform. They can also appoint other network administrators. By default, an administrator will always be a moderator of a team or workspace they are a member of. Additionally, an administrator has access to the organization settings, where they can manage billing, teams, purchase new licenses or add-ons, global custom fields, etc. Aside from these responsibilities, the administrator account offers the same access as a user account.

ℹ️ A network can have multiple administrators. We recommend appointing at least three to ensure continuous management in case of absence or team change.

User account

A user is someone internal to the organization. With this account, the user has access to all platform features, except for managing organization settings (billing, user management, etc.). By default, a user will be a member, not a moderator, of a team or workspace, although this status can be changed.

ℹ️ An administrator can authorize a user to create external accounts.

External account

The external account is intended for people who are not part of your organization. It allows active collaboration while ensuring confidentiality. External users have access to almost the same features as network users, with a few exceptions. They cannot browse the organization, create teams, workspaces or meetings, nor be editors of existing meetings.

ℹ️ There is no limit to the number of external users. However, they cannot be part of your organization.

Light account

Light accounts are reserved for specific technical cases and can only be activated by WEDO, if deemed necessary. Clients cannot create or activate these accounts themselves; only our team can decide to activate them in response to a specific situation. Users with a light account can only complete tasks, view task files, add comments, and have read-only access to meetings. This is the most restricted role of all.

Access rights & Roles

• Access rights govern the rights and access of teams, workspaces, and templates.

• Roles govern rights specifically in a meeting.

Access rights (teams, workspaces, and templates)

In WEDO, access rights to a team, workspace, or template allow choosing between Moderator and Member. A moderator is the user authorized to add/remove members, modify other members' access rights, and adjust specific settings. By default, an administrator with access is automatically a moderator, as is the creator of the team, workspace, or template.

ℹ️ Each team, workspace, or template can have multiple moderators. We recommend appointing at least three to ensure smooth continuity of management.

Role (specific to meetings)

Roles are specific to meetings only. There are four default roles, each with different permission levels, ranked as follows:

Editor > Participant > Reader > No access

Custom roles can be created by meeting editors, offering great flexibility and granularity of permissions across steps, agenda sections, and possible actions in the meeting.

WEDO network structure

The main menu

WEDO offers multiple levels of information structure: Teams, Workspaces, and Checklist templates.

The main menu, located on the left of the interface, consists of five sections:

1. Network navigation: access your network name and icon, switch to another network via the chevron, and collapse the menu.

2. Search and creation: global search bar and creation button (white "+" icon on blue background).

3. Key features: direct access to your inbox, tasks, meetings, and organization-related information.

4. Teams and workspaces: the teams you are a member of include workspaces and checklist templates.

5. Account and support: at the bottom, you'll find an overview of your account, user settings, badge level (gamification), and a help center access button.

Teams

Indicated by a bold, capitalized title with a toggle arrow on the right ∨, a team represents a department in your organization. The goal is to group workspaces and checklist templates within various teams. A team consists of members and moderators, who by default have access to that team’s workspaces and templates (though this can be changed).

ℹ️ Teams function like folders: they are not operational themselves, but the workspaces and templates they contain are.

Les espaces de travail

Preceded by a colored circle ○, a workspace is created for each recurring meeting, project, client, or sector. It belongs to a team. By default, a workspace inherits the members of its team, though this can be modified. Initially, a workspace has "full access" confidentiality for team members (inherited rights). Confidentiality can be adjusted either by removing specific members from the workspace or directly modifying its confidentiality settings.

ℹ️ Unlike teams, workspaces are operational: they include concrete features for managing meetings, tasks, files.

A workspace displays five tabs by default:

• Overview: General dashboard of the workspace

• Meetings: List of all past and upcoming meetings

• Tasks: Set of shared tasks within the workspace

• Files: Files shared or linked to tasks or meetings, organizable by folders

• Feed: History of major activities in the workspace

Other tabs can be enabled as needed:

• Gantt: Shows a Gantt chart for project management

• Checklist: Allows viewing of launched and shared checklists in the workspace

ℹ️ A workspace can be converted into a project (status, Gantt, dependencies, milestone). For more info: See the project collection.

Templates

Preceded by a dotted circle ◌, a template is a predefined task list to manage internal procedures within the organization. From the template, checklists can be launched each time the procedure needs to be executed. By default, a template inherits the members of the team it belongs to, though this can be changed. Initially, a template has "full access" confidentiality for team members (inherited rights). Confidentiality can be adjusted by removing specific members or editing its confidentiality settings.

ℹ️ A template is required to launch checklists. It is based on relative back-planning, where each task is scheduled in relation to a reference date (e.g., “5 days before,” “day D,” “30 days after,” etc.). When a checklist is launched from this template, deadlines are automatically calculated.

ℹ️  When launching a checklist, you can assign unassigned tasks from the template (except subtasks). For example, the task “Present the service” can be assigned to the relevant manager during the launch.

Tasks

A task represents an action to perform and helps organize projects, departments, or team/service work. Each task should start with a verb to clearly indicate the action. You can create collaborative or personal tasks depending on their location: in a "workspace" for collaborative tasks, or in "my tasks" for personal tasks.

A task has different options in its detail panel on the right:

• Task name

• Task sharing in one or more workspaces

• Assignee

• Priority

• Start date

• Due date or recurrence

• Description

• File

• Subtask

• Dependency

• Watcher

• Comment

• History

ℹ️ Subtasks also have a detail panel and behave like regular tasks.

🏆 Tip: To easily delete a subtask, select its title and press the backspace key twice.

Meetings

Most of the time, a meeting should be created in a dedicated workspace:

• A recurring meeting will be created in the dedicated meeting workspace.

• A project meeting will be created in the project’s workspace.

• A sector/service meeting will be created in the relevant sector/service workspace.

Therefore, we recommend creating a workspace for each recurring meeting (Steering Committee, Board, General Assembly, Symposiums, etc.), each project, each sector/service, and each client, etc.

ℹ️ There are very few cases where a meeting wouldn’t be created in a workspace, for several reasons:

- No one can view meeting tasks without manually sharing them
- No one can interact with others’ tasks
- It’s impossible to group meeting files

Recurrence concept

Après avoir créé un espace de travail, l'onglet "Réunion" de l'espace vous permettra de créer la première occurrence de la réunion récurrente. En définissant la récurrence la plus proche de votre réalité (hebdomadaire, toutes les deux semaines, mensuelle, trimestrielle, chaque jour ouvrable, personnalisée), vous vous assurez de n'avoir à créer l'ordre du jour qu'une seule fois. Les points récurrents ou à revoir seront automatiquement ajoutés aux prochaines séances. L'option de récurrence "Ne se répète pas ou de manière irrégulière" doit être utilisée en dernier recours ou si la réunion n'aura pas de deuxième occurrence.

The 5 steps of a meeting

Prepare your meetings as a team, write the minutes in real time, and track assigned tasks from one meeting to the next. WEDO guides you before, during, and after the meeting. These steps indicate the meeting status to participants and help manage roles and permissions:

1. Step 1 - Agenda in preparation

2. Step 2 - Agenda validated

3. Step 3 - Meeting ongoing

4. Step 4 - Minutes in review

5. Step 5 - Meeting locked (or relocked) + Signed

Only the editor role can select the current step of a meeting. You can skip steps if unnecessary.

⚠️ Once the meeting is locked, it must be unlocked to change steps or content (possible only within 30 days). A new "relocked" status will replace the locked status.

Signature

To sign your minutes digitally in a simple, eco-friendly, and legally compliant way, activate the “Signature” add-on. When checked, the signature option will appear in the PDF minutes to allow signing.

Access & signature

Using a dedicated button (person and lock icon), you can manage meeting access and signatories. Only the editor can manage meeting access. By default, the meeting creator is an editor.

ℹ️ There can be multiple editors per meeting. We recommend appointing at least three per meeting.

Role

Roles are specific to meetings only. There are four default roles, each with different permission levels, ranked as follows:

Editor > Participant > Reader > No access

Permissions for the four default roles can be changed. Additionally, editors can create custom roles, providing great flexibility and granularity. This customization allows adapting permissions by meeting steps, agenda sections, and specific actions.

ℹ️ A role can be assigned to a user without them participating in the meeting.

Agenda structure

Topics

An agenda is always composed of topics, which are the subjects discussed during the meeting. They are preceded by a white circle ○.

Only topics contain content, called blocks in WEDO: paragraph, decision, tasks, files, comments, images, votes, etc.

A topic can be recurring (each meeting, every 2, 3, or 4 meetings), scheduled for specific future meetings (via calendar), or one-time only. Topics (recurring or not) can be reviewed or completed at each session.

Sections

To organize topics, you can add sections (or subsections) above them. They are shown as an open 📂 or closed 📁 folder icon depending on whether you collapsed them. These sections and subsections, similar to folders or dividers, do not contain content. They are for organizing and structuring topics.

ℹ️ Topics are mandatory to hold a meeting and will always be the last level of indentation. If your agenda has only one level (1, 2, 3...), add topics only.

Content blocks in topics

In WEDO, blocks allow you to enrich meeting topics with different types of content. Add them using the blue "+" button in a topic:

• Paragraph block: to document the discussion (what was discussed)

• Decision block: to record decisions made (what was decided)

• Task block: to create and assign tasks (what actions to take)

• File block: to attach relevant files

• Image block: to insert images into the minutes

• Vote block: to conduct votes

• Import tasks block: to import existing tasks

• Comment block: to add personal or shared comments

You can convert certain blocks using the icon ⋮ on the right of the block. Then select “Convert to” and choose between Paragraph, Decision, Task, or Comment.

ℹ️  If a meeting is stored in a workspace, all tasks created during that meeting are automatically visible and shared in that workspace.

Decide on topics

During the meeting, decide on each topic to progress through the agenda. When you decide on a topic, the next one is automatically shown to ease the minute writing. You have three options:

Next meeting

By deciding on topics, you simplify the agenda for the next meeting.

• Topics completed in the current meeting will not appear in the next agenda.

• Topics marked to revisit will appear in the next meeting (or selected date).

• Topics postponed will disappear from the current meeting and be added to the selected future agenda.

Prepare the next meeting

WEDO simplifies the preparation of your next meetings by allowing reuse of already treated topic content. Two options are available:

• Import from previous meeting: Option to import ongoing and/or completed tasks, paragraphs, decisions, attachments, images, and votes.

• Start from scratch: No content is imported.