Create New Meeting
Create your meeting by going to Meetings and clicking on the + Create New Meeting in the upper right corner.
In each new meeting you can select Tasks you want to add to meeting, date, time and duration of a meeting. In the languages section you can choose languages which will be used during the project. Meeting participants can be selected from available members of your company.
After clicking on the create button the meeting will show up listed in the All Meetings / Upcoming meetings section.
In the flyout menu you can edit all of this later as well - meeting languages, duration and location of a meeting, add participants and followers, and also set the status and activity of a created meeting.
Add Topics, Tasks and Groups
In each meeting you can add a topic simply by clicking an add topic button. Topics are items that are still not Tasks or items on the agenda that don't have a follow up action such as lunch breaks and similar.
Topics will show up listed in the meeting menu. In each topic you can add attachments and comments or convert topic to Task.
Adding existing tasks is just as easy as adding a topic, you simply click the Add Existing Topic button, select existing tasks and they will show up in Meeting menu.
To add new task click the button and set title, type, duration and priority of a task. You can change priority of each task, existing and new ones.
Time management works as a reminder by summing up the time of each specific task or a topic categorized in groups giving you the overall meeting duration. If the time exceeds estimated duration it will show you the number of exceeded minutes in bracket marked by red color.
To add group click the Add Group button and it will show up in a meeting menu. You can simply drag them to create groups containing topics, existing and new tasks. Group is literally a group of tasks or topics that have something in common, and the time assigned to them will be summed up.
You can also add attachment and comments to topics and tasks. By clicking on the attachment and comment icon in the grey bar you can open the expanded view with all the attachments and comments in the meeting.
You can easily rearrange your topics and groups by just dragging the items on the list.
When you create a meeting its default status will be Agenda.
You can send the Agenda by clicking on the send icon or by changing the status to Minutes. Once you change the status to Minutes the Agenda is final and it will be saved in the tab Archive.
Once you're done with writing meeting Minutes, you can change the status to Review. This will automatically trigger sending the pdf report by e-mail and notification to all participants.
You can also choose a review period from the drop down menu.
Once you receive all the comments and the review period is over, you can edit the meeting and enter all changes, after which you should change the meeting to Closed. This will again trigger sending a final Meeting Minutes report and create a copy in the Archive tab. It is important to close the meeting because this action freezes the meeting and all of its content including Tasks. All changes made to the tasks after the meeting will not appear on the meeting.
If you wish to create a private meeting you should just change the status to private. This way only the participants added directly to the meeting will be able to see the meeting.
Clicking the Follow up button you can create a copy of the existing meeting, and change topics, tasks, time, duration of a meeting and participants.
This function is very useful for repeating meetings. This way you don't have to start from scratch, and you can save a lot of time.
You can send a meeting report in pdf format by clicking on the higlighted icon. All participants will receive an e-mail with the pdf.
You can also just create a pdf report by clicking on the print icon.