Meetings
This module allows meeting managers to create, schedule, and oversee all organisational meetings. From a central hub, you can manage participants, distribute materials, track attendance, and generate detailed compliance reports.
See Setup meeting categories and Setup meeting groups
Manage meetings section
This section is open by default.
Create a new meeting
Click Add Meeting.
Details section
Fill in the required fields (marked with a bold title) to provide essential information about the meeting.
All meetings need to assigned to a meeting category.
Save the record:
Once all required fields are completed, click the Save button to add the new meeting to the system.
Confirmation:
After saving, the new meeting will appear in the meeting list, confirming that the record has been successfully created.
Add further details
Some additional sections become available only after the record have been created and saved.
Staff: Use the staff section to manage the meeting attendees.
Files/Links: Attach supporting documents or links.
Click the relevant section.
Complete the required fields within the selected section.
These sections can be accessed and updated at any time.
Upon saving a meeting:
A confirmation message will appear, and the meeting will be added to the list.
Filter and search meetings
Use the toolbar at the top of the page to filter and search for specific entries.
Date range: Specify a start and end date to filter entries within a specific timeframe.
Category: Use the dropdown menu to select a specific meeting category and filter entries within that category.
Click Search to apply the selected filters and display the search results.
You can search for a meeting title using the tilde (~) in the column header.
Manage grid results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
To access a meeting's QR code
Each meeting has a unique QR code which attendees can be scan with their mobile device to mark their attendance.
Click the Open QR code icon button.
A new browser tab will open displaying the meeting details and its unique QR code.
Use your browser's print dialog to print the page or save it as a PDF for distribution.
Delete a meeting
Click Delete icon button.
Confirm the deletion.
Modify a meeting
After creating a meeting you can modify its details and add information.
Select and click on a meeting record in the list.
The details will appear, divided into several sections.
Details
Update details of a meeting
Make changes.
Click Save.
Actions in the details form
Delete a meeting
Click Delete.
Confirm the deletion.
Copy a meeting
This feature allows you to create multiple copies of an existing meeting.
Click Copy Meeting.
Enter the repeat details for the new meeting.
Click Copy.
The new meeting will now appear in the Meetings list.
Print QR code
Each meeting has a unique QR code which attendees can be scan with their mobile device to mark their attendance.
Click Print QR code.
A new browser tab will open, displaying the meeting details and its unique QR code. Your browser's print dialog will also open automatically.
In the print dialog, choose to Print the page or Save as PDF for distribution.
Close the browser tab to the meeting details.
Staff section
The Staff section allows you to manage staff attendance for meetings.
Actions in the staff section
Add participants to a meeting
Click Add Participants.
In the Add Meeting Participant window that opens, all staff are listed by default.
To add a specific group: Select it from the dropdown menu. To return to viewing all staff, clear the group selection by clicking the X.
To refine the list: You can filter results by clicking the tilde (~) icon in any column header.
To select participants:
Use the checkboxes next to each name to select staff individually.
Use the checkbox in the column header to select or deselect all currently listed staff.
Click Add Selected.
A confirmation message will appear, and the selected staff will be added to the meeting's participants list.
Remove all participants
Click Remove All.
Confirm removal.
Send an email to participants
Click Send Email to Participants.
(Optional) Enter the email details.
(Optional) Use the checkbox to include any files and links.
Click Yes.
Manage grid results of meeting participants
The Staff panel displays the list of staff members assigned to attend the meeting.
Remove a participant from a meeting
Click the Remove icon button.
Confirm the removal.
Mark a meeting participant’s status as attended
The Attended checkbox in the participant list can be updated in two ways:
Automatically: When a participant scans the meeting's QR code, their status updates automatically.
Manually: You can manually check or uncheck the box at any time to change their status.
Mark a meeting participant’s status as mandatory
Click the Required icon to mark a participant’s attendance as compulsory.
Files section
Lists the files and links added to the meeting.
The number of files is indicated in the section header.
Add a link to a meeting
Click Add Link button.
Enter link (URL).
Add a description (required).
Click Save.
Once saved:
The link name will appear as a clickable link.
A Remove button will also appear for managing the link.
Add a file to a meeting
You can add files by either:
Dragging and dropping files directly into the file box.
Clicking the box to browse and select file(s) from your computer.
After selecting files via the file browser, click Open to attach them.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
Reports section
Attendance summary
This view displays a comprehensive report for each meeting, showing key attendance metrics:
Invited: The total number of staff invited.
Attended: The count of staff who marked their attendance.
Missed: The count of invited staff who did not attend.
Attendance Rate: The percentage of invited staff who attended.
Filter and search meeting attendance summary
Use the toolbar at the top of the page to filter and search for specific meetings.
Date range: Specify a start and end date to filter entries within a specific timeframe.
Category: Use the dropdown menu to select a specific meeting category and filter entries within that category.
Attendance: Use the dropdown menu to select attendance rate.
Click Search to apply the selected filters and display the search results.
You can search using the tilde (~) in the column headers.
Export a spreadsheet of meeting attendance
Click the Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Required meetings summary
This report lists all staff with a Required attendance status. It tracks their compliance by displaying the following metrics per person:
• Required Meetings: Count of meetings where attendance was mandatory.
• Attended: Number of those required meetings attended.
• Missed: Number of those required meetings missed.
• Compliance Rate: Percentage of required meetings attended.
• Last Missed: The date of their most recent absence from a required meeting.
Filter and search required participants meeting summary
Use the toolbar at the top of the page to filter and search for specific meetings.
Date range: Specify a start and end date to filter entries within a specific timeframe.
Click Search to apply the selected filters and display the search results.
You can search using the tilde (~) in the column headers.
Export a spreadsheet of required participants meeting attendance
Click the Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Staff meeting history
This report provides insight into an individual staff member’s meeting attendance. Select a date range to view all meetings they were invited to, including their attendance status and whether their attendance was required.
Filter and search staff meeting hsitory
Use the toolbar at the top of the page to filter and search for specific meetings.
Staff name: Use the dropdown menu to select a staff member.
Date range: Specify a start and end date to filter entries within a specific timeframe.
Attendance: Use the dropdown menu to select attendance status.
Click Search to apply the selected filters and display the search results.
You can search using the tilde (~) in the column headers.
Export a spreadsheet of meeting attendance
Click the Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.