What is this feature for
The Schedule organizes your commitments and meetings of the day. It’s possible to create a meeting, follow meetings that are already in progress and other functions.
this functionality exists to create a better organization in your meetings schedule for your day, making possible the sharing of the minute to all the meeting’s members and the creation of tasks to the discussed topics.
Creating a meeting
Go to the Meeting Management module and click on the Schedule option. After that, click on the icon, on the upper right corner of the screen.
Fill the information about your meeting, select the date, time and name. The schedule allows you to tag your meeting by colors, according to the classifications you want to give to the tags.
There are multiples functions on a created meeting screen. Learn more about it:
If you want to add tags, click on the icon and select the tag that matches the meeting’s subject.
This functionality helps when you want to search for a meeting.
On the Participants tab, you can add the members of the meeting. To do that, enter the name of the member and click on the icon. After that, click on the send to all options.
By clicking on it, an invitation is going to be sent to all the meeting’s members.
The tags show the member invitation status. The status is marked also by color, on the left side of the name.
After the meeting starts, the tags will change to Present, Absent and Invitation Declined.
If you want to invite a participant that is not in the system, enter his email and an invitation will be sent.
On the Agenda tab, it’s possible to create topics that will be discussed at the meeting. This functionality helps the participants to prepare for the meeting.
To add a subject, enter the topic’s name in the first line. In the second line, you can add a topic summary.
At the Tasks tab, it’s possible to designate functions that were discussed during the meeting. To do that, enter the task’s name, responsible, estimated start and estimated end. After doing that, click on the icon.
At the Links tab, it’s possible to vinculate items to a meeting. To know more about it, access the article.
The Documents tab helps in the annexation of links and documents that has something to do with the meeting. To do that, click on the icon.
On the modal, add a document’s description. At the tab below, click on the Click here to select or drag a file, select the document you want and click on save.
If you want to add a link, do the same procedure, but at the link tab.
At the Observations tab, you can make notes about something you want to remember the meeting’s members. Enter the subjects by lines, they will be at the same text box.
There are other options on the left tab of the meeting’s screen. They are: To Duplicate a meeting, that helps in the creation of meetings that are periodic, but doesn’t have a specific date to happen. Learn more about it.
By clicking on pending tasks, the subjects that were discussed and not concluded yet are shown. If there’s nothing that wasn’t concluded, nothing will be shown.
The Print and Print with previous pending tasks option generate a meeting’s PDF to access anytime you want.
The Export option generates a file for Outlook, Calendar and Google calendar format.
By the meeting’s end, it’s possible to send the meeting’s minute to all the members. To do that, go to the Participants tab, click on the members you want to send the minute and click on the icon.
Look to the Send minute option. If you want all the participants to approve the minute, you can click on Requires Minutes Approval.
By soliciting the minute approval, all the members should read and approve. That can be done by accessing your schedule and clicking at the meeting that has the pendent minute.
After that, click on the Approve Minute option, on the down corner of the screen.
The members that approve will have the icon on the side of the name. Those that don’t, will have the icon, those with a pending approval, will have the icon.
After all, member approves, go to the Participants tab again, click on the icon and select the Send Minute option.
An email will be sent to all the meeting’s members, where it will be possible to visualize the minute through a link.
After that, to end the meeting, go on the down corner of the screen and click on Finalize.
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