Meetings

What is the Meetings module

Meetings holds the minutes of the project's meetings. A meeting is a sheet of numbered points: information (something said), decisions (something agreed) and actions (someone must do something). Each point can link to the records it is about: assets, issues, RFIs, documents, scripts, reviews and planner activities.

Open it from the sidebar (Meetings). The list shows every meeting you can see, newest first, with its status and how many actions are still open. Use the "With my open actions" chip to see only meetings where something is assigned to you.

Seeing meetings needs the meetings.read permission. Creating them needs meetings.create, and editing, issuing and reopening need meetings.update.

How to create a meeting and write the minutes

1. Click New meeting, give it a title and a date and time, and optionally a location (a room, a site or a call link).
2. On the sheet, add attendees with the Attendees button. Project members are picked from the directory; anyone without an account (a contractor, the client) is typed in by name, with an optional company and email. Mark each one Present, Absent or Copy only.
3. Type a point's subject in the "Add point" line and press Enter. Choose Information, Decision or Action with the chips on that line.
4. Write what was said in the text under the subject. Text saves when you leave the field.
5. For an action, set the responsible person or group and a due date from the chips on the right.

Sections (for example Electrical, Documentation) are added from the ⋮ menu → Sections. Drag a point by its handle to reorder it or move it into another section.

Seeing every open action across meetings

The Open actions page lists every action that is still open, from all the meetings you can see, in one table. Open it with the Open actions button at the top of the Meetings list.

Each row shows the action and its number, the meeting it comes from, who is responsible, the due date and the status. Late actions come first, with the number of days late, then the ones due soonest. Click a row to open its meeting.

Two filters narrow the list: "Assigned to me" keeps only your own actions, and "Overdue only" keeps only the ones past their due date. An action leaves the page when it is closed, or when a follow-up meeting carries it over (it then appears under the follow-up). Actions of a private meeting appear only for its attendees. The page shows up to 100 actions.

Linking points to assets, issues and documents

Each point can link to the records it is about. Click Link under the point and search: one box finds issues, assets, RFIs, documents and scripts, planner activities and reviews at once. You only find what you are allowed to see.

Linked records show as chips; click one to open it. If a linked record is later deleted, the chip stays but is crossed out, so the minutes still say what was discussed.

The asset form and the issue dialog show a Meetings section listing every meeting that discussed that record.

Actions in meetings are deliberately simple: a responsible person, a due date and a status. If something needs comments, photos or a workflow, create an issue for it and link the issue to the point.

Issuing the minutes and saved versions

When the minutes are ready, click Issue minutes. The text is locked and saved as revision 1. People with an account on the attendee list are notified.

After issuing, the status of an action can still change (Open, On hold, Closed), because work goes on between meetings. The person an action is assigned to can change its status even without edit rights. The saved revision still shows the status on the day it was issued.

To correct issued minutes, click Reopen and say why. The meeting goes back to draft; the next issue is saved as revision 2 beside revision 1, and nothing is overwritten. Only the latest meeting of a series can be reopened.

⋮ menu → Versions lists every revision with who issued it and why it was corrected. Open one to see it as it was, compare it with the revision before (point by point), or download that exact revision as a PDF.

Recurring meetings: the next meeting and carried actions

For a weekly or recurring meeting, open the latest one and click Next meeting once its minutes are issued. The next meeting copies the title, sections and attendees, and every action that is still Open or On hold.

A carried action keeps its number (for example 2.4 stays 2.4, meaning it was raised in meeting 2) and shows what earlier meetings said about it. The copy left in the earlier meeting is frozen and marked "Carried to meeting N"; update the action in the latest meeting.

The series strip under the title lets you step between the meetings of a series. Only the latest meeting of a series can be followed up, reopened or deleted. Deleting the latest meeting gives the actions it carried back to the meeting before.

Private meetings

A private meeting is visible only to the person who created it and to the attendees who are project members. Everyone else in the project does not see it in the list, in search, in the asset and issue sections, or in notifications. Project owners and administrators are not an exception.

Make a meeting private when you create it, or with the lock button on the sheet. You cannot make a meeting private while leaving yourself out of it.

Downloading the minutes as a PDF

⋮ menu → Download PDF creates the minutes as a PDF and downloads it. Nothing is saved to the project's documents; if you want the PDF there, upload it like any other file.

An issued meeting prints its saved revision, so the same revision always gives the same PDF. A draft prints the current sheet with a "Draft — not issued" watermark; before the meeting, that is your agenda. The PDF is written in the project's language and time zone.

Meetings and the assistant

The assistant can find meetings and open actions ("what do I still owe from the site meetings?"), read a meeting's minutes, create a meeting or the next meeting of a series, turn your notes into points in one go, and update a point, for example to close an action.

Its changes follow your chat approval setting, like any other change it makes, and points it wrote are marked with a small sparkle. The assistant cannot issue, reopen or delete minutes: a person always does that.