How to use Meetings

The meeting feature allows for easy and efficient planning of your meetings with other participants in the project. With this feature, you can schedule meetings, add materials, and set up follow-up meetings.

In this article, we will show how to use the meetings feature to conduct meetings.

Who can create meetings?

When the meeting starts

You can conduct meetings if you are part of a user group permitted to edit meetings and create follow-up meetings. When you have started the meeting set the attendees as present or absent:

Then write your meeting notes (1) for the different meeting items:

Set the status of meeting items (2):

• The 'Open' status will carry the item to the next follow-up meeting.
• The 'Closed' status will not carry the item to the next meeting.

Linking meeting items to tasks/comments

You can link meeting items to tasks and comments, either new or existing ones, when in a meeting. To do so:

Click to the right of the meeting item Choose between New task, New comment, Existing task, or Existing comment Select a template type or existing registration.

Or you can do it when editing the meeting item:

Add attachments to meeting items

You can add attachments to meeting items to make it easier for people, who participated in the meeting, to find the relevant documents and files that are referred to during a meeting item. To add an attachment:

Click to the right of the meeting item Select the type of attachment you want to add to the item:

Follow-up meetings

When a meeting is done, and you click 'End meeting' you can create a follow-up meeting.

To do so, click Create new follow-up.

Open meeting items, attendees, attachments on meeting items, the description, and all the defined fields will be carried over.

You will still have the option to edit the meeting information, the attendees, and the agenda as if it were a new one.

You can also create a follow-up meeting from the list view. Go to

Field Meetings Create 'New follow-up'.

Meeting summary

When the organizer/project administrator decides to end the meeting, a link to the summary will be sent out to the participants via email:

Overview of meetings

You can get an overview of all the meetings, content, and associated list views from the sidebar menu. In the sidebar menu for meetings, there are five categories of list views:

• Meetings
• Meeting sessions
• Meeting items
• My meeting items
• Overdue meeting items

Meetings

The Meetings list view shows an overview of the latest meeting in each meeting series you have access to. From this view you can see the different types of meetings and information on:

• Meeting status
• Meeting title
• Latest meeting
• Next meeting
• Number of meetings in the series
• Open meeting items
• Open meeting categories

Meeting sessions

In the Meeting sessions list view you can all meetings in the meeting series. This is helpful if you need to find the meeting minutes from a specific meeting.

Meeting items

From the Meeting items list view you can see all of the meeting items across all meetings your have access to. This lets you create filters across all your meetings.

My meeting items

From the My meeting items list view you can see all of the meeting items for which you are responsible for.

Overdue meeting items

The overdue meeting items will show all overdue meeting items in the project.

Calendar view for meetings

The calendar view allows you to see all meetings on a calendar. It is also possible to create meetings from the calendar view (meetings created from the calendar view as a draft without a start and end time, won't be shown in the calendar).

You can switch to the calendar view, by clicking the -icon.

Deleting a meeting

If you delete a planned meeting, all planned attendees for the meeting will receive a cancellation email notification. The cancellation email will also contain an updated calendar file, so you can cancel the meeting in your calendar.