Log a meeting for each office visit. Pick the office, set the time and place, add who's attending, and capture how it went afterward.
📅 What Is a Meeting?
Each meeting is one office visit during your fly-in. Logging your meetings keeps every visit organized in one place and powers your whip count and post-event report. For each meeting you can:
- Pick the office and a staff contact, and tick which staff were in the room
- Set the date, time, and location — in person or virtual
- Confirm which of your attendees are going, and who's leading or taking notes
- Attach files like an agenda or leave-behind for attendees to see on their itinerary
- Record the outcome afterward — where the office landed, commitments made, and follow-ups owed
⚙️ Let's Log Your Meeting
Make sure you are logged into AdvocacyAI. On the navigation bar, locate the “Events” section and click on the Fly-Ins tab. From there, select your fly-in.
Meetings are scheduled per office, so you'll need to add your offices. If you see "Create offices first," click the "Add Offices" button to build your office list, then come back to this step.
#1 Pick the Office
Choose the office you're meeting from the dropdown. Start typing in the "Search offices…" box to find it fast. Once selected, you'll see a confirmation like Office: John Smith (CA · U.S. House).
#2 Add Your Staff Contact
Staff contacts are populated based on the office you picked on the first step. Fill out the following, if relevant:
- Staff contact: Pick the primary staffer you're coordinating with. If there's no one listed, you'll see "No staff on record for this office."
- Staff in attendance: Tick each staffer who was (or will be) in the room. Federal meetings often happen with staff rather than the member, so this is a handy record of who you actually met.
#3 Set the Date, Time & Place
- Date: Defaults to your event date — change it if the visit is on another day.
- Start & End: Set the meeting window. Times have to fall within your fly-in's daily meeting hours, shown right below as "Meeting hours: 9:00 AM – 5:00 PM."
- Virtual meeting: Tick this for a remote meeting, then paste the Meeting link. Leave it unticked to fill in the Building (e.g. Cannon HOB) and Room (e.g. 123) instead.
#4 Set the Status
- Status: Mark where the meeting stands:
- Requested — you've asked for the meeting but it isn't confirmed
- Scheduled — the meeting is on the books
- Completed — the meeting happened
- Cancelled — the meeting won't happen
- No-show — the office didn't show
#5 Confirm Who's Attending
Tick each attendee (advocate) from this office who's going. Advocates automatically get matched to their respective offices when they RSVP to your fly-in. You can add them as attendees when you log the meeting for the first time, or you can come back to add them.
For anyone you select, set their role from the available dropdown:
- Participant: In the room, along for the meeting.
- Lead: Leading the conversation.
- Note-taker: Responsible for recording the outcome afterward (more on that below).
If an attendee is already booked for an overlapping meeting, you'll see an amber warning like "⚠ Also booked: Jane Doe's office @ 10:00 AM" so you can avoid double-booking.
When everything looks right, click the "Log Meeting" button. Your meeting appears in the list on the right, grouped and ready to manage.
📥 Logging Many at Once
Have a whole schedule to enter? Use the Bulk upload card below the form to create many meetings from a CSV. Each row is matched to an office by name, and attendees default to that office's attendees.
CSV columns: group, date, start_time, end_time, building, room, virtual_link, status . Only group (the office name) is required.
Example:
group | date | start_time | end_time | building | room | virtual_link | status |
Senator Jane Smith (CA) | 2026-10-15 | 10:00 AM | 10:30 AM | Hart | 216 | scheduled | |
Representative John Doe (IL-3) | 2026-10-15 | 11:00 AM | 11:30 AM | Cannon | 1234 | requested |
The group field must contain the elected officials title, name, and district. For federal senators and representatives specify their state (e.g. CA, IN). For state senators and representatives, specify their state and district (e.g. CA-6, IN-17).
📝 Customize Meeting Outcome Questions
Once a meeting has happened, advocates can capture how it went. You can review this information on your fly-in reporting. The advocate marked as the Note-taker or Lead records the outcome from their personal itinerary link.
To customize the meeting outcome questions:
- Click the “Customize” button on that card
- We start you off with 3 default questions, which you can edit or delete:
- Their position: Where the office landed. Strongly supportive, Supportive, Neutral / undecided, Opposed, Strongly opposed, or Unclear.
- Commitments made: What they agreed to (e.g. agreed to co-sponsor, will review by Friday).
- Follow-ups owed: What you owe them (e.g. send district data, schedule call with staff).
- To add your own questions, click the “+Add question” button. Customize the question label (what the advocate will see) and question type. You can choose from dropdown, short text, and long text.
- Click the “Save Questions” button to save your progress.
All attendees on the meeting can see the saved outcomes on their own itineraries, so everyone stays on the same page.
🗂️ Managing Your Meetings
The meeting list on the right of the Meetings tab shows every visit with its office, time, location, and status. From there you can:
- Search & filter: Narrow the list by office, rep, or room, and filter by date, status, or office.
- Edit a meeting: Click "Edit" on any meeting to change its details. The form on the left switches to Edit Meeting, and "Log Meeting" becomes "Update Meeting".
- Attach a file: Expand a meeting's notes to attach an agenda, confirmation, or leave-behind. Attendees see attached files on their itinerary.
- Add a staff note: Leave an internal note on the meeting, with @-mentions for the rep, office staff, or attendees.
- Remove a meeting: Click "Remove" to delete a meeting you no longer need.
➡️ What's Next?
Your fly-in is set up and ready for registration!
As an optional next step, you can design your fly-ins district page. The district page is a customizable page of your key points that personalizes itself for every office. Advocates can use it to reference specific talking points or as a leave-behind.
👋 Need More Help?
Reach out to us at help@advocacyai.com and we'll get you back on track!