Prerequisites
Visit Creating and Customize Templates for Meetings help article.
Introduction
Our Meetings module offers a powerful tool for creating, managing, and organizing meetings efficiently. This comprehensive guide will walk you through the entire process, from creating a meeting to taking minutes and sharing them with participants. Let's get started!
Step 1: Creating a New Meeting
To create a new meeting, navigate to the Meetings module and click "Create New Meeting" in the top right corner.
Fill out the meeting details as follows:
Meeting Title: Enter a descriptive title for the meeting (e.g., OAC Weekly Meeting).
Meeting Date: Select the date for the meeting.
Meeting Frequency: Choose the meeting frequency (e.g., weekly).
Time: Select the start and end time for the meeting (e.g., 9 AM to 10 AM). The time zone will automatically be set based on your location.
Description: Add a brief description of the meeting's purpose (e.g., OAC weekly status update).
Template: Choose a template for the meeting (optional).
Once all the details are filled in, click on "Create" to generate your first meeting agenda.
Step 2: Reviewing Meeting Details
In the "Meeting Details" tab, you can edit the meeting information by clicking the "Edit" button.
You can also assign additional authors
The "Settings" section allows you to configure various options like having multiple discussion items per topic, select status options for discussions or topics, and allow for custom categories
You can add a location and web conference URL to the meeting.
The "References" tab allows you to link tasks and milestones to the meeting for better organization.
Note: In the future, references will have additional options like Submittals, RFIs, Schedules, Change Orders, and Drawings.
Step 3: Adding Meeting Members and Share Agenda
Navigate to the "Members" tab to add participants to the meeting.
Click "Add New Members" and select members from your databases, project directory, employees', or contacts module.
Search for the desired members by name or email address and save your selections.
Click "Share Agenda" to send to meeting members
Step 4: Taking Minutes
To take minutes, click the "Take Minutes" button in the top right corner.
Start by recording meeting attendance in the "Attendees" tab.
Add discussion items by expanding the caret symbol of relevant topics and typing in the details.
Utilize various fields like "Responsible Party," "Due Dates," "Attachments," "Tasks," and "Status" to manage discussion items effectively.
You can add and manage tasks without leaving the page using the task slide-out.
Edit and re-arrange categories and topics if needed for better organization.
Step 5: Reviewing and Sharing Minutes
Once all minutes are recorded, review the meeting content and make any necessary adjustments.
Ensure all discussion items are marked with the correct status (open, for record, or closed).
You can delete a discussion item if needed by clicking on the three dots on right
You can share the minutes with meeting members by clicking on the "Share Minutes" button, which will notify them via email and within the platform.
Optionally, you can export the minutes as a PDF for manual sharing or archiving purposes.
Remember that once you've shared the minutes, they are no longer editable.
Step 6: Managing Existing Minutes
You can view previous minutes by going to the meeting name and select the collapse caret symbol
You can go navigate to the current meeting by clicking "view the current meeting"
If you would like more insight, we recommend watching the videos of the meetings located in this help article or on learn.ingenious.build
Congratulations! You've now mastered creating, managing, and sharing meetings using our Meetings module. Feel free to explore more features and tools to enhance your meeting management experience. If you have any questions or need any more help, don't hesitate to contact our support team using the chat icon or email us at success@ingenious.build.
SEE ALSO
Meetings - Videos
Company Settings - Meetings
Creating and Customize Templates for Meetings
New Meetings Module - FAQs