A meeting in StruXure keeps the agenda, who attended, what was discussed and decided on each item, and the files that go with it. Each project has its own meetings. Open them from Meetings under Overview in the project sidebar.
The life of a meeting
- Someone calls the meeting. They give it a title, date, start time and chair, either blank or from a template with a standing agenda. It gets the next number on the project and starts as a Draft.
- They build the agenda and invite people. Add agenda items, each with an owner, and add attendees from the project team.
- During or after the meeting, they take minutes. Each agenda item gets its discussion notes, decision, owner and due date. Attendance is marked for each person.
- They mark it minuted. Moving the meeting to Minutes says the minutes are written.
- They call the follow-up. Follow-Up Meeting creates the next meeting with every item still open carried into it, and the same attendees.
The four statuses
| Status | What it means |
|---|---|
| Draft | Called but not yet held, or still being prepared. New meetings start here. |
| Awaiting minutes | Held, but the minutes aren't written up yet. |
| Minutes | The minutes are recorded. Only now can you call a follow-up meeting. |
| Cancelled | The meeting didn't go ahead. |
A meeting can move from any status to any other, including backwards, for example back to Awaiting minutes to correct the minutes. See Change a meeting's status.
Agenda items carry forward
Each agenda item is Open, Closed or Carried forward. When you call a follow-up meeting, every open item moves into it, keeping its owner and due date, with the previous meeting's minutes and decision shown alongside. An item that runs for several meetings says how many, and links back to where it came from.
Open items you own appear on your My Work card on the Home page.
What's on a meeting's page
The tabs are Details, Agenda, Attendees, Attachments, Overview (the minutes of every item, on one page) and History (every status change and every change to its details, with who and when).
Numbers
Each meeting gets the next number on the project when it's created. Numbers are never reused, even if a meeting is deleted.
Who can do what
- Read: see meetings, their minutes and attendance, and print them.
- Write: also call, edit and delete meetings, run the agenda, take minutes and attendance, call follow-ups, restore deleted meetings, and keep the project's templates.
- Admin: also permanently delete meetings from the recycle bin.