Meetings & Minutes

Schedule meetings, record minutes using configurable templates, and track action items to ensure follow-through on decisions.

Meeting Types

Configuring Meeting Types

Set up meeting types to match your project's needs:

1. Go to Project > Tools > Meetings (or Organisation > Tools > Meetings)
2. Create types such as:
   • Design Coordination
   • Site Progress
   • Client Review
   • Safety Committee
   • Subcontractor Coordination
   • Toolbox Talk
3. Configure templates for each type

Meeting Templates

Each meeting type can have a template defining the standard agenda:

1. Go to Tools > Meetings
2. Select a meeting type
3. Define template sections:
   • Welcome and Attendance
   • Review of Previous Minutes
   • Safety Update
   • Progress Report
   • Issues and Risks
   • Any Other Business
4. Sections carry across to every meeting of that type

Scheduling Meetings

Creating a Meeting

1. Go to Project > Meetings > Register
2. Click Create Meeting
3. Enter meeting details:
   • Title: Meeting name
   • Type: Select from configured types
   • Date and Time: When the meeting will be held
   • Location: Where or virtual meeting link
   • Attendees: Select from the project directory
4. The meeting is created with the template sections pre-populated

Attendees and RSVP

• Add attendees from the project directory
• Attendees receive notification of the meeting
• Track RSVP responses (Accepted, Declined, Tentative)

Recording Minutes

During the Meeting

1. Open the meeting from the register
2. Record attendance (present, absent, apologies)
3. Work through each agenda section:
   • Add notes and discussion points
   • Record decisions made
   • Create action items
4. Save the minutes

Adding Agenda Items

Within each section, add items to capture:

• Discussion points raised
• Decisions made
• Information shared
• Issues identified

Action Items

Creating Actions

During or after a meeting, create action items:

1. Add an action item to the relevant section
2. Enter:
   • Description: What needs to be done
   • Assigned To: Who is responsible
   • Due Date: When it should be completed
3. Save the action

Tracking Actions

1. Go to Project > Meetings > Actions
2. View all meeting action items across all meetings:
   • Filter by assignee, status, or meeting
   • Track overdue actions
   • Update action status as work progresses
   • Close completed actions

Action Status

Actions progress through:

• Open: Assigned and pending
• In Progress: Work underway
• Completed: Action fulfilled
• Overdue: Past due date and not completed

Meeting Register

The register provides a complete record of all meetings:

• View upcoming and past meetings
• Filter by meeting type or date
• Access minutes and action items from any meeting
• Track attendance history

Best Practices

• Use templates: Set up templates for recurring meeting types to ensure consistency
• Record minutes promptly: Capture notes during or immediately after the meeting
• Assign clear actions: Every action should have an owner and a due date
• Review previous actions: Start each meeting by reviewing outstanding actions from the last meeting
• Track overdue actions: Use the actions dashboard to follow up on incomplete items
• Keep attendance records: Accurate attendance is important for project records