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Qudos 3 Help
Meeting Minutes
This form is used to record individual meetings. It is accessed from the Edit button on the Meeting Schedule. For help on activities associated with it, go to Meetings - Activities
The form is divided into five tabbed tabbed sections: Details, Agenda, Attendees, Minutes, and Attachments. Only one tabbed section is visible on the screen at any one time. You may toggle between displaying each of them by clicking on their tabs.
The form has two general purpose buttons: Save - which saves changes, and Close - which closes the record. Ensure that you save your changes before closing.
Functions menu:
| Item | Function |
|---|---|
| Email Agenda to attendees | Create a merge email to send a message to all attendees - along with the agenda as a PDF attachment. Before sending, check that all attendees have a valid email address listed, and adjust as necessary |
| Email Minutes to attendees | Create a merge email to send a message to all attendees - along with the meeting minutes (including agenda) as a PDF attachment. Before sending, check that all attendees have a valid email address listed, and adjust as necessary |
Details Tab
This tab is used to provide a basic description of the meeting.
Fields displayed:
| Field | Description |
|---|---|
| Meeting Title * | Unique description e.g. Project XYZ - progress meeting #2 |
| Venue | Where the meeting is to be / was held |
| Meeting Type | General category |
| Location | The applicable physical or geographic location e.g. city, area, or building |
| Business unit | The applicable department or section of the organisation e.g. customer service, marketing, design etc. |
| Date | The date of the meeting |
| Time | The time the meeting starts. Use 24-hour clock format e.g. 14:30 for 2:30 pm |
| Completed by | Person who recorded the minutes. Use the Lock feature to complete this field |
| Date (Completed) | The date that the minutes were completed. Use the Lock feature to complete this field. |
The Lock feature will lock/unlock the entire meeting record.
* = Mandatory field.
Buttons:
| Button | Function |
|---|---|
| Lock | Lock the meeting record to prevent editing |
| Unlock | Unlock the meeting record to allow editing |
Agenda Tab
This tab lists agenda items. In many cases, it will have been pre-populated from a default agenda for that meeting type. Subject to your own business rules, that agenda may be edited or added to, or a complete custom agenda used.
Fields displayed:
| Field | Description |
|---|---|
| Item number | Format 1.00 - which enables related agenda items to be added as required e.g. 1.01 etc. |
| Agenda item | Description |
Buttons:
| Button | Function |
|---|---|
| Delete | Delete the selected item from the agenda |
There is a record counter at the bottom of the list.
Attendees Tab
This tab lists those attending the meeting. There are two separate lists:
-
Attendees
from your People List
This list has a single field for the persons' name. -
Other attendees
This list allows you to record attendance at meeting by people from outside of your organisation e.g. customers, suppliers etc. It has 3 fields - for the persons' name, where they are from (e.g. an organisation), and an email address (this is important for the mail merge function).
In both lists, each individual attendee record has a checkbox to confirm their attendance.
Buttons:
| Button | Function |
|---|---|
| Delete | Delete the selected attendee |
There is a record counter at the bottom of each list.
Minutes Tab
This tab is used to record the meeting.
Fields displayed:
| Field | Description |
|---|---|
| Apologies | For recording apologies from those invited but have apologized for their absence |
| Item number | Pre-populated from the item number entries in the Agenda tab |
| Discussion | Text entry - brief summary of discussion |
| Action planned | Brief summary of agreed action |
| Who by | Text field |
| When | Date entry field |
| Action | This is an indication field. It defaults to "No", but will indicate an action number when an action has been linked to this discussion item |
Buttons:
| Button | Function |
|---|---|
| Delete | Delete the selected item from the minutes |
| Action | Create a link from the selected item to an Action Form or visit an existing linked action. Where no link has been created, the relevant field displays 'No'. Where a link has been created, the action reference number is displayed. |
Attachments Tab
This tab provides the facility to link one or more attachments to the meeting record e.g. documents or presentations relating to an agenda item. When the form is saved, the attachment(s) get uploaded to a folder within the Qudos application.
This feature can also be very useful when the meeting was not originally recorded in the Qudos system but you wish to maintain a record of it e.g. if you attended an external meeting. The actual minutes of that meeting may be saved as an attachment, and the basic information about the meeting logged in the details section.
Fields displayed:
| Field | Description |
|---|---|
| Number | An automatically populated number to identify the attachment |
| Filename | The name of the attached file |
| Description | Free-text description of the attached file |
Buttons:
| Button | Function |
|---|---|
| Browse | Navigate to, and select the file to be attached |
| View | View the selected attachment |
| Delete | Delete the selected attachment |
Contents | Meetings | For help on activities associated with this form, go to Meetings - Activities