Starting and running a meeting

Start one now

1. Worker side → Meetings → Start a meeting. Pick the meeting type (type a few letters to find it), then Start now.
2. It starts dated today, with you as the facilitator and your location as the place, and opens ready to run.
3. Admins can also press Start one now on the meeting type's own page (Admin → Meetings → the type).

Who can start one: the people in the meeting type's Facilitators list, plus every Admin and Company Admin. Add facilitators on the type's page under Facilitators.

Schedule one ahead

1. Worker side → Meetings → Schedule one ahead (under Start a meeting). Admins can also use Admin → Meetings → Meeting Types → Schedule.
2. Pick the type, the date and, if you like, the times. Then say who it is for: locations (everyone at those sites), positions (everyone in those roles), named people, and people from outside.
3. Schedule meeting. Everyone named with a FieldTec record is told in the app, and it shows under Coming up on their Meetings page.

Facilitators can schedule their own meeting types; Admins and Company Admins can schedule any. You land on the new meeting afterwards: on the worker side if you scheduled it there.

People from outside

A visitor, an inspector or a subcontractor with no FieldTec record can still be on a meeting: add them by name and their company (the company is optional), when you schedule it, when you file it on paper, or on the attendance list while it runs (From outside → Add, then Save all). Nobody outside is emailed or notified, and they can't be given an action item.

Run it

• Attendance: tick everyone who is there, then Save all. People invited to the meeting are listed first, then people at your location, then everyone else, then people from outside; search finds anyone. Add or remove someone from outside in the same list, and the one Save all saves it all.
• Notes or minutes: a meeting type in Simple mode just asks for notes. Otherwise open the agenda and write what was said under each item.
• Mark held when it's done. If the type needs an admin's sign-off, someone with Edit on Meetings (a Company Admin always can) signs the minutes off afterwards.

File a meeting held on paper

1. Worker side → Meetings → File one held on paper (under Start a meeting). Need the paper sheet first? Pick the type and use Get a blank meeting sheet.
2. Pick the type and the day it was held (today or earlier), and drag in or choose the pages: a PDF, or a photo of each page.
3. Optionally tick who was there and add anyone from outside, then File this meeting. It opens filed as held, with the pages at the top under Filed on paper.

Who can file one: the same people who can start that type — its facilitators, Admins and Company Admins. It's filed from the worker side only. An Admin or Company Admin still signs it off like any other meeting. A page that was missed can be added on the meeting's page until it is signed off.

Action items from a meeting

On the meeting's page (either side), Action items → Add an action item: what needs doing, a person and/or a position, a due date, and whether it needs a sign-off. It goes into the Action Items register like any other, marked as raised by this meeting, and the person (or everyone in the position) is told. This works for a meeting run in the app and one filed on paper.

Who can add them: the meeting's leaders — its facilitators, Admins and Company Admins — while the meeting is open. Once it is signed off, only someone with Edit on Meetings (or a Company Admin) can. Everyone who can open the meeting sees its action items.