The meetings module allows for the ability to centrally store all your organisational meetings, send out invites, collate minutes, cascade final minutes, and include KPI reporting from the Safety and Compliance modules in all one place.
There are two types of meeting within Centrik Meeting Series, the area where all scheduled meetings can be located, those meetings that occur daily, weekly, monthly, quarterly, or yearly can all be housed within this area.
Ad-hoc meetings provides the same functionality as the meeting series but can be used to capture those meetings outside those that are scheduled. The meetings that just occur, those one to ones with a staff member, a quick catch up between vendors. In truth those meetings that happen often but are not scheduled and therefore nothing gets captured. Centrik changes that by allowing for minutes and actions from these forgotten meetings.
Meeting Series and Ad-hoc Meetings are both created in the same way
Meeting Series
1. Click on the ‘Meeting Series’ button.
There is a searchable date area at the top of the page, each meeting has a Number, a Name, an area to display when it is Next due, an area for actions alongside an Edit and a Schedule button (access permissions required)
Creating a Meeting Series
This will create the template for your meetings
1. Click on the ‘Meeting Series’ button on the Meetings landing page
2. Click the ‘+ Create New meeting Series’ button
3. Give the meeting a number (where will it be displayed on the meeting series overview page)
4. Give the meeting a series name.
5. Give the meeting a description (optional)
6. Select the schedule from the dropdown area.
7. In the notifications area check the boxes that are relevant to this meeting, any individual that is within your Contacts is classed as an internal person (attendee), anybody not within your Contacts module is considered to be external
8. Add any attachments that might be required (this might be a map of the location or reference material (this is optional))
9. Click on the ‘Save’ button.
Upon saving the system enables additional areas to be completed.
Adding Attendees
1. Click on the ‘Edit’ button within the Attendees area
There are three options for adding people to this meeting type;
Add – This will show a dropdown list of all individuals within the contacts module (internal)
Add External – This allows for individuals to be added that are outside of your contacts module, a space for their name, organisation and email address is shown
Add Role – The ability to add a Role to this meeting, it might be that a number of individuals share a Role, you want representation from that role but it doesn’t have to be a specific individual
2. Add as many internal, external and Roles as are required (to remove any use the ‘X’ button at the far righthand side of the page)
3. If you want to make an internal person the Owner of the meeting, check the box under owner (represented by the dark blue box on the picture)
4. You are able to change the notifications settings if required by checking/unchecking the boxes within the Notifications area
5. Click on the ‘Save’ button.
Adding an Agenda
1. Navigate to the meeting creation page (your template)
2. Within the Agenda section, click on the ‘Edit’ button
Under the Agenda section there are two options that are selectable.
Add Heading – Allows you to break up the meeting into sections, you can associate any minutes to a Heading.
Add Item – Allows you to input an area that can contain minutes when this meeting is in progress
3. Add in headings and items or just items to build your meeting agenda
When adding in either headings, items, or both an additional button labelled ‘Renumber’ will be enabled
If any boxes (headings or items) are in the wrong order, clicking on the double ended arrow will allow you to move these to the correct area. Clicking on the ‘X’ box will delete that line
4. When all areas have been completed, click on the ‘Renumber’ button (for agendas that contain headings and items this number will be a whole number for the heading and a decimal incremental for any items within it. For agendas using on items, it will be an incremental number without decimals
5. Click on the 'Save' button.
Navigating back to the meeting overview will display the created agenda
Adding Reports
During the classification of a Safety case, or the creation of a finding has been categorised it will be added to the analysis area within those modules. Adding of reports within the meetings module allows for these reports to be associated to an agenda item and therefore captured within a meeting, any meeting minutes can include any reports that have been associated to that meeting.
1. Within the Reports section, click on the ‘Edit’ button.
There are two options available that can be selected, Classic Item or Flex item. Classic allows for the selection of pre-defined reports whilst flex allows for the creation of reports based on the filtering options applied.
2. Select the type of report by clicking on the ‘+ Create New Classic Item’ or ‘+ Create New Flex Item’ button
3. In the Agenda item area select an agenda item to associate or link this report too (Note that Headings and items are both selectable for selection
4. Select the applicable KPI from the dropdown (if using Classic)
5. Click on the ‘Save’ button.
6. Repeat the process for all required reports linking to headings or item (you can add more than one report to a heading and or item)
Navigating back to the meeting overview page will show the reports that have been linked to each agenda item
The meeting template for this meeting series is now completed and is ready to use.
Scheduling a Meeting from Meeting Series
Meetings are scheduled from the meeting series overview page via the Schedule button for the meeting series.
1. Click on the ‘Schedule’ button of the meeting you wish to start/schedule
2. Enter in a Date, Start time and End Time for the meeting (this will assist with calendar scheduling). The date can be today or in the future
3. Adjust the time zone (if required)
4. The individual meeting name is automatically populated, this can be adjusted if required.
5. Enter in a location for the meeting.
6. Reference Date For Reports, if using Reports as part of your meeting, this is the date that these reports will run up until
7. You are able to adjust the notifications for participants (if required)
8. You are able to add any attachments for this individual meeting (if required)
9. Click on the ‘Save’ button.
Upon clicking on the Save button an available option for sending invitations for this meeting is displayed
10. Click on the ‘Send Invitation’ button.
Navigating back to the meeting series overview page will display this meeting as in progress
11. When in the meeting room or designated space for the meeting, select the meeting from in progress area, the date for that meeting will be displayed
You are able to adjust the attendees using the ‘Edit’ button within the attendees to record exactly wo attended that individual meeting. Likewise you are able to add minutes by using the ‘Edit Minutes’ button within the agenda area.
Editing Attendees
1. Click on the ‘Edit’ button within the Attendees area
2. Click on the ‘Edit button.
3. Place a remark against those not attending or use the ‘X’ button and remove them entirely
4. Add in any additional attendees by using the ‘Add’, ‘Add External’, or ‘Add Role’ buttons
5. Click on the ‘Save’ button
Editing / Adding Minutes
1. Click on the ‘Edit Minutes’ button within the agenda section
Meeting Detail – details of the meeting, the available arrows enable you to scroll through the previous meetings
Previous Actions – The ability to show any previous actions from previous meetings.
Agenda Items and Minutes of Meetings – The agenda item and the ability to add in minutes / view minutes from previous meetings
Adding Minutes
1. Click on the ‘Edit’ button.
2. In the available minutes box enter in the minutes
3. Click on the ‘Save’ button.
There are occasions where you might want to monitor, analyse, or observe an item that has been minuted. To assist with this, you are able to add actions to each item within your agenda.
Adding Action and capturing in the minutes
1. Click on the ‘+ Add Action’ button
2. Complete the Action details.
3. Click on the ‘Save’ button.
If the Action owner is not part of the meeting you are able to click on the checkbox and allow them permission to see the meeting minutes
Navigating back to the meeting you are able to view the action within the minutes area of that agenda item, the status of this will change depending on the status of the action. You are able to add multiple actions to each agenda item (if required).
When all minutes and associated actions have been captured you can navigate back to the summary page of this meeting. There will be a tick under the minutes column to denote an agenda item contains minutes.
You are then able to finalise the meeting minutes and send them out to those that on the attendees list.
1. Click on the ‘Finalise Minutes’ button.
Upon clicking the finalise minutes button, you are provided with further options, including a download button (with available options)
Details of all individual meetings are kept within the meeting series template for this type of meeting, navigating to the Individual meetings area there is an expandable/collapsible area to show completed, in progress meetings. Below that is an area for actions within this meeting type.
Meetings Actions
All actions from meetings can be viewed from the meetings landing page within the All Actions button
After running the first meeting from the template and creating actions you follow the same method in scheduling your next meeting. The date of the next meeting will already be pre-populated (this is driven from the interval setup when creating the meeting series).
Back and forward arrows - Within the meeting minutes there is additional functionality allowing you to view the previous meetings, this is achieved by clicking on the back and forward arrows (or any number of meetings of this type)
Previous Actions – clicking on the ‘Show’ button will display the actions created from previous meetings and their status
Previous Minutes – clicking on this within each agenda item will display the minutes collated from the previous meeting
Viewing and copying previous meeting minutes
1. Click on the ‘Previous Meeting’ link within the agenda item.
This action will enable you to view the previous meeting minutes, to copy these to this new meeting.
1. Click on the ‘Edit’ button.
2. Click on the ‘Previous Minutes’ link.
3. Click on the ‘Copy’ button
4. Click on the ‘Save’ button.
*This only works where the minutes are exactly the same as previous minutes and shouldn’t be used to populate meetings just because the functionality exists.
Ad-hoc Meetings
Ad-hoc meetings work the same way in Centrik as the Meeting Series, the main difference is that you are not setting up a template with regular set of attendees, a regular agenda and over a regular sated interval. Ad-hoc meetings can be just as valuable as those meetings that occur at stated intervals, they naturally happen or are loosely planned but are never documented.
Documenting these types of meetings means that you are able to view then, send out meeting minutes, create actions and have an audit trail of conversations.
Creating Ad-hoc Meetings
1. Click on the ‘Ad-hoc Meetings’ button on the Meetings landing page
Like the Meeting Series you are provided with a summary page of all the ad-hoc meetings, there is a searchable area with a date range.
1. Click on the ‘+ Create Ad-hoc Meeting Group’ button
2. Like the meeting series, give this meeting a number, a title, and a description
3. Click on the required check boxes within the notifications area
4. Click on the ‘Save’ button.
5. Enter in the attendees’ details, the agenda details, and any reports that you want to link or associate to this meeting by using the ‘Edit’ buttons within each section
6. Navigate back to the Ad-hoc Meetings summary page
7. Click on the ‘Schedule’ button for the newly created meeting
8. Enter in the date, time and location.
9. Click on the ‘Save’ button.
10. Click on the ‘Edit Minutes’ button
11. Click on the ‘Edit’ button and input the minutes of the meeting
12. Click on the ‘Save’ button.
13. Click on the ‘Finalise Minutes’ button.
14. Send a copy of the meeting to the attendee by clicking on the ‘Send Minutes’ button
You are able to add to any of the Ad-hoc meetings created by clicking on the Schedule’ button, all meeting details including minutes are retained within each Ad-hoc meeting group.