About Creating Meeting Agendas & Items

Meeting Agendas allow for talking points to be created and can be considered the "pre-setup" of a meeting, with the additional benefit of sending the Meeting Agenda out to Invitee's and allowing them to indicate their intentions of attending the meeting. Invitee's and CC's of a Meeting Agenda are also able to quickly generate a PDF of the Agenda and navigate to the Agenda in the system via their Meeting Agenda Email Notifications.

Meeting Agendas are able to converted to Meetings at the push of a button.

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

Creating Meeting Agendas

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

2. In the Meeting Agenda's grid of the section or subfolder, select Create Agenda

3. Enter the Agenda Information

The required fields of an Agenda are: Agenda Number, Subject, Date, Start Time, End Time, and Location. The Notes field and the "Mark as Confidential" are optional fields.

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

Adding Meeting Agenda Invitees

Agenda Invitees are the list of Project Members that will be invited to the meeting. Being an Invitee allows the user to receive Meeting Agenda Email Notifications as well as be a collaborator to the Meeting Agenda and it's Agenda Items.

1. Navigate inside the Meeting Agenda

2. In the Invitee's 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 into the invitee's grid.

Creating Agenda Items

One the Meeting Agenda has been created, Agenda Items can be added.

1. Navigate inside of the Meeting Agenda

2. In the Agenda Items grid, select Create Agenda Item

3. Enter the Agenda Item information

The only required field for an Agenda Item is the Agenda Item Number, 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 and become mandatory fields for Meeting Minutes. The date originated will default to the date that the agenda item is created. A due date and resolved date can also be included. Agenda Items can also be marked as complete. The Agenda 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 Agenda Item. Save & Copy will take the user immediately to the next Agenda Item, but containing a copy of all of the details entered in the current Agenda Item being created)

Assigning Responsible Parties to an Agenda Item

1. Scroll to the Responsible Parties grid of the Agenda Item

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 an Agenda Item

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.