Quick-start guide – Creating and distributing the meeting report

Creating a new report

• Log into your dashboard with your username and password.
• Click on the “Meeting report” module.
• Click on in the top right corner.
• Select a committee from the dropdown menu.
• Select the meeting date from the dropdown menu.
• Edit the attendance status of participants when necessary. Attendance settings are automatically copied from the agenda.
• Click “Create new meeting report” in the top right corner.

Adding minutes, decisions and action items to an agenda item

• Click on  in the agenda item.
• Enter the minutes into the “Minutes” field.
• Click “Interim save” to interim save your text.
• Enter the decision in the “Decision” field.
• Manage decisions in the “Decision log” module.
• Click on “Add action item” in the bottom right corner to create an action item. Go to the next page for more information.
• Click “Save” to return to the report.

Minutes mode

The minutes mode has been developed to quickly add minutes, decisions and action items during the meeting.

• Open the “Details” tab in the report view and click on “To minutes”.
• Click “edit” to open an agenda item and enter the minutes and decisions in the text field.
• Action items can also be added here; however, they are not distributed. You can manage and distribute action items in the “Action item module”.
• To save your work, click on “Save item” or open a new agenda item.

Adding and deleting action items

• While editing an agenda item click on “Add action item” in the bottom right corner.

or

• Click on in the agenda item.
• Enter the relevant information and click “Save” in the top-right corner.
• Manage the action items in the “Action item” module.
• Delete an action item by clicking on in the relevant agenda item.
• Click on  to delete the item.

Managing and distributing action items

• Return to the meeting report overview or to the main menu and click on the “Action” item module.
• Specify the overview by making selections in the dropdown menus in the top left corner.
• Click on  to open the action item.
• Enter the date of planning.
• The “Send” checkbox is automatically checked; click “Save” to send the item to the participant’s app.
• Comments and status updates sent by the participant also appear here.
• The status of the action item appears in the “Status” column in the overview: S=Sent, SC=Sent/Comment, F=Finished (the action item has been closed by the back office).

Action item advanced selection

Use “Advanced selection” to create a PDF or XLS overview. Here, multiple action items can be sent to participants at the same time.

• Click “Advanced selection” in the top right corner.
• Make selections and click “Search”.
• Check the items you want to use.
• Distribute by clicking on the distribution button.
• Generate an Excel file by clicking on the Excel button.
• Create a PDF by clicking on the PDF button.

Linking action items to the report or the agenda

• Open the “Action item” module.
• Personalize your list of items by making selections in the dropdown menus.
• Click on the PDF button in the bottom right corner.
• Attach to either an agenda or meeting report.
• Select the date and the item.
• Click on “Link PDF”.

Managing decision in the Decision log

In the “Decision log” module you get an overview of the decision that was recorded in the Meeting report module.

• Return to the meeting report overview or the main menu and click on the “Decision log” module.
• Click on  to view the decision.
• Click “Edit” in the top right corner to add more information about the status and follow up.
• Make selections in the dropdown menus to create a list.
• Create an Excel file by clicking on the Excel button.
• Create a PDF by clicking on the PDF button.

Distributing the concept report

• Go to the meeting report overview and click on the distribution button.
• Click “Distribute” to distribute the concept report to the participants.

Attaching the report to the agenda

• Open the report and click on “Attach to agenda” in the bottom right corner.
• Select “Agenda of this meeting” to attach the report to the source agenda. The report is then finalized and can no longer be edited.

When you attach the report to the source agenda, it appears on the “Details” tab, attached to “General documents”.