About Creating Meetings & Minutes

Meetings allow for the capture of Meeting Minutes for any meetings held for a job. Meetings can be also be created from Meeting Agendas. Attendee's of a Meeting are able to quickly generate a PDF of the meeting and navigate to the Meeting in the system via their Meeting Attendee Email Notification.

Meetings are able to be converted back to Meeting Agendas at the click of a button.

For more information regarding the Meetings Section, please review to: Meetings Section Overview

Creating Meetings

As a reminder, users are able to Convert a Meeting Agenda to a Meeting to create a Meeting. The below steps are for creating a Meeting without an Agenda.

1. Navigate to the Meetings section of the Project Management Module

2. In the Meetings grid of the section or subfolder, select Create Meeting

3. Enter the Meeting Information

The required fields of a Meeting are: Meeting Number, Date, Start Time, End Time, Meeting Location, Meeting Topic, and Meeting Type. The Notes fields and the "Mark as Confidential" are optional fields.

4. Select Save (Save & New will take the user immediately into the next Meeting. Save & Copy will take the user immediately to the next Meeting, but containing a copy of all of the details entered in the current Meeting being created)

Adding Meeting Attendees

Meeting Attendees are the list of Project Members that will were requested for attendance to the meeting. Being an Attendee allows the user to receive the Meeting Attendee Email Notification as well as be a collaborator to the Meeting and Meeting Minutes.

1. Navigate inside the Meeting

2. In thew Attendees grid, use the blue plus to open The User Selection Tool

3. Select the applicable project members, and Close & Add Selected

Important Note: Selecting Users from outside of the Project Member's list will add the selected user to the Project Members section of the project with their User Role Permissions

4. The Project Members will be included to the attendee's grid.

Creating Meeting Minutes

Once the Meeting has been created, Meeting Minutes can start to be added within the Meeting.

1. Navigate inside of the Meeting

2. In the Meeting Minutes grid, select Create Meeting Minute

3. Enter the Meeting Minute information

The only required field for a Meeting Minute is the Item Number, Item Type, and Item Category; all other fields are optional. The Summary field is important and should be included. The type and category dropdowns are populated by Project Level List Management. The date originated will default to the date that the agenda item is created. A due date and resolved date can also be included or updated later. Meeting Minutes can also be marked as complete. The Meeting Minute Details can be entered into the text box with the formatting toolbar.

4. Select Save (Save & New will take the user immediately into the next new Meeting Minute. Save & Copy will take the user immediately to the next Meeting Minute, but containing a copy of all of the details entered in the current minute being created)

Assigning Responsible Parties to a Meeting Minute

1. Scroll to the Responsible Parties grid of the Meeting Minute

2. Select the blue plus to open the User Selection Tool

3. Select the applicable project members, and Close & Add Selected

Important Note: Selecting Users from outside of the Project Member's list will add the selected user to the Project Members section of the project with their User Role permissions.

4. The Project Members will be included into the Responsible Parties grid.

Assigning Attachments to a Meeting Minute

Include file attachments by dragging and dropping into the box or using Browse File(s) and selecting Upload File(s). Additionally, existing document module folders and/or files can be "referenced" by using The Document Reference Tool.