Features
The pages of this site describe the spirit AssemblyFlow seeks to serve. This page describes the work it does — section by section, in the order an Assembly tends to use them.
The Agenda
The Secretary builds the agenda for each meeting from incoming correspondence, unfinished business, and the matters the Assembly has set aside for consultation. Devotions are placed at the opening and the closing of every meeting by default; consultation sits between them.
Agenda items may carry sub-items and notes of their own. When the Assembly has concluded a matter, the item is closed and the consultation moves on. The structure carries forward into the minutes — every note recorded against an agenda item becomes a paragraph of the formal record.
The Live Meeting
While the Assembly is in session, members may follow along together in real time. The Secretary writes; the others see the record as it appears. Quorum is checked at the start of the meeting and attendance is recorded, so the formal record of who consulted on a given matter is unambiguous.
Notes are entered against the agenda item under consultation, not into one long stream — the consultation's shape is preserved, and a member returning to the minutes later can find a particular discussion without scrolling through everything that came before it.
The Minutes
Minutes are drafted from the live notes once the meeting has ended. AssemblyFlow records who is editing the minutes at a given moment, so that the Secretary's work and the reviewers' refinements do not collide.
Members of the Assembly may suggest changes before approval; the Nine then approve the minutes formally, together. Once approved, the record is sealed: it becomes part of the Local Archives and cannot be altered.
The Local Archives
Approved minutes are preserved exactly as the Assembly agreed them. The Archives are searchable in full — across titles, agenda items, and body text — so a member looking back for a past decision can find it without needing to remember which meeting it came from.
The Archives are the Assembly's institutional memory. They outlast the cycle of officers and members; new Secretaries inherit a continuous record of the Assembly's consultations and decisions.
Tasks
Action items emerging from consultation are entered alongside the agenda item that produced them, assigned to one or more members, and given a due date if the Assembly has set one. Tasks may be viewed as a list or as a board, filtered by assignee or by status, and reassigned as the work develops.
Members can subscribe to notifications on the tasks that involve them. Comments and changes on a task are recorded over time, so the trail of a piece of work is preserved alongside the work itself.
Correspondence
Letters, emails, and other communications addressed to the Assembly are entered as correspondence items, with attachments stored alongside. Each item may be linked to one or more agenda items so the Assembly's response is taken up in the appropriate consultation.
Nothing falls between meetings: the next agenda already shows what arrived since the last one, and the Secretary can see at a glance what remains to be acted upon.
Calendar
For Assemblies that work within a Google Workspace tenant, AssemblyFlow can synchronize meetings to a shared calendar. The synchronization is opt-in per Assembly and touches only the events AssemblyFlow itself creates — existing personal calendar entries are not read or modified.
Modular by design
AssemblyFlow is composed of modules. The administrative core — Meetings, Agenda, Minutes, Tasks, Correspondence — is always present. Other modules can be turned on or off per Assembly as the work calls for them: Teaching Goals, Core Activities, and Community Metrics support cluster-level planning; the Guidance module surfaces relevant passages from the Bahá'í writings alongside the consultation in progress.
Where a module is sensitive to officer-only consultation, its visibility may be restricted accordingly. The tool fits the Assembly, not the reverse.