Meetings

Use the Meetings module to schedule internal meetings, record who is involved, capture the meeting details, and link follow-up actions from the same record.

The current configuration is designed for planned meetings rather than free-form notes. It combines meeting details, attendee lists, scheduling information, optional attendee notification, and an Associated Actions link in one place.

What you can record

Each meeting record can include:

• the meeting Workgroup
• a short Brief Description
• the Convener
• the meeting Type
• the Venue
• internal and external attendee details
• the Meeting Date, Meeting Start Time, and optional Meeting End Time
• meeting Comments
• whether attendees should be notified
• linked Associated Actions

The main required fields in the current form are:

• Brief Description
• Convener
• Venue
• Meeting Date
• Meeting Start Time

The form also uses the standard hierarchy fields Company, Division, Department, and Site. These hierarchy values are mandatory in the current configuration, and the module is set to auto-populate them from the user's hierarchy as a starting point.

Meeting workflow

The active workflow currently uses these statuses:

• Draft: the initial working state while the meeting is still being prepared
• Scheduled: the meeting has been scheduled
• Completed: the meeting has been completed and sits in the archived-style end state

The configured progression is:

1. Create the record in Draft.
2. Enter the meeting details, attendees, date, time, and venue.
3. Use Scheduled to move the record into Scheduled.
4. When the meeting has finished, use Completed to move the record into Completed.

While a record is already in Scheduled, the workflow also includes a Schedule action that keeps the record in Scheduled. In the export, this action is tied to the Notification field, so it is best understood as a schedule/update action rather than a normal status change.

Draft visibility is more restricted than the later workflow steps. In the current setup, only Admin can see draft records, while Admin, User, and Power User can all create, read, and edit meetings more generally.

Creating a meeting

To create a meeting:

1. Open the Meetings module.
2. Create a new record.
3. Confirm the hierarchy values such as Company, Division, Department, and Site.
4. Enter the core meeting details: Brief Description, Convener, Type, and Venue.
5. Add the internal and external attendees as needed.
6. Set the Meeting Date and Meeting Start Time, and add Meeting End Time if you want to record the full session window.
7. Choose the Notification option if attendees should receive the configured email.
8. Save the record and progress it to Scheduled when the meeting is ready.

Workgroup and type options

The current Workgroup options are:

• Maintenance
• Management Review
• Office
• Production
• Site
• Toolbox

The current Type options are:

• Weekly
• Monthly
• Quarterly
• Quality
• Project HAZID
• Safety Meeting

This gives the module enough structure to separate different operational meeting styles without requiring separate forms.

Key fields

Details

• Workgroup: the operational group the meeting belongs to
• Brief Description: the short summary used in search and record lists
• Convener: the person responsible for convening the meeting
• Type: the meeting category
• Venue: where the meeting is being held

Attendees

• Attendees (internal): a multi-select people field for users in the system
• Attendees (external): a free-text area for visitors, contractors, or anyone else who is not being selected from the user directory

The internal attendee field can select from everyone in the user base, while the external attendee field is simply recorded as text.

Scheduling

• Meeting Date: the date of the meeting
• Meeting Start Time: the required start time
• Meeting End Time: an optional finish time

The module is also configured with calendar view availability, which fits the date-based nature of the records.

Comments and follow-up

• Comments: general notes or meeting outcomes
• Associated Actions: linked action records related to the meeting

Associated Actions is a record link with a Log New button, so follow-up actions can be created directly from the meeting record instead of being added separately later.

Notifications

The current configuration includes one meeting notification template: Meeting Scheduled.

In practice, this notification:

• uses the subject New [Type] Meeting - [Brief Description] - [Meeting Date]
• tells recipients who the Convener is
• includes the meeting type, date, start time, and venue
• includes a direct link back to the meeting record
• sends to the people listed in Attendees (internal)
• sets the Convener as the Reply-To recipient

The notification is only configured to fire when the record progresses into Scheduled and the Notification field is set to Notify Attendees. If Notification is set to Don't Notify, the email is not sent.

Lists and visibility

The meeting list is configured to show key information such as:

• Meeting Date
• Brief Description
• Convener
• Workgroup
• Type
• workflow status
• whether the record has attachments

Additional values such as Meeting Start Time, Meeting End Time, Notification, document number, and the hierarchy columns are available in the record list configuration even when they are not shown by default.

Tips for better meeting records

• Write the Brief Description so the meeting is understandable in a list or notification email without opening the record.
• Use Attendees (internal) for system users so the notification workflow can target them correctly.
• Record external participants in Attendees (external) when they are not available as users in the platform.
• Set Notification deliberately before scheduling the meeting so attendee emails behave as intended.
• Use Associated Actions for decisions and follow-up items that need tracking beyond the meeting itself.