Centrik 5 User Guide - Meetings Module (Meeting Series Creation) – TrustFlight Helpdesk

Meeting Series – Overview

The Meeting Series section provides a summary of any meetings that have a schedule attached to them, they therefore occur at regular intervals. It will display all scheduled meetings for that specific subsystem whether you are a meeting owner, meeting attendee, or neither of those (a number is displayed highlighting my involvement (owner or attendee) across all meetings).

Once again there are filtering options of Date, Include Archived, and Include Minuted.

Any pre-existing meetings can be edited using the ‘Edit’ button (access rights dependant) which will make changes to the meetings template.

The Schedule button is used to schedule or start a meeting. This can be started in advance or on the day. A meeting will need to be started to capture any minutes.

Any meetings that have started are displayed under the Meeting section area (as per the below)

Meeting Series – Create a New Meeting Series

When creating a Meeting Series, you are creating a template for all future meetings of this type, this allows you to create a consistent meeting format that includes agenda items and individuals that regularly attend, these can then be altered for each specific meeting that occurs.

1. From the Meeting series tab Click the ‘+ Create New meeting Series’ button

The next page is where you add specific details regarding this meeting, its title, a description, and its scheduled interval.

2. Give the meeting a number (where will it be displayed on the meeting series overview page)

3. Give the meeting a series name.

4. Give the meeting a description (optional)

5. Select the schedule from the dropdown area.

Once completed you can move to the notifications section.

Notify internal attendees – An internal attendee refers to anybody who is a contact within your system

Notify external attendees – An external attendee refers to anybody who is not a contact within your system

Send agenda with reports / minutes to internal attendees – The option to send the agenda and any reports to an internal attendee, providing a link to the minutes and pdf

Send agenda with reports / minutes to external attendees – The option to send the minutes plus any linked reports to an external attendee (outside your Contacts module) via a pdf, there is no option link option

Notify internal meeting attendees on status of actions – The option to send updates to internal attendees relating to the status of actions

6. 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

7. Add any attachments that might be required (this might be a map of the location or reference material for this meeting series(this is optional))

8. Click on the ‘Save’ button.

Upon saving the system enables additional areas to be completed

Attendees – These are those individuals, or Roles that you want to attend every meeting of this type. Individuals can be excused from individual meetings as they occur, as and when required

Adding an attendee:

1. Click on the ‘+ Add attendees’ button

The screen displays three options.

‘+ Add’ – This will allow you to add internal attendees directly from the Contacts module, internal attendees can also be made the Meeting Owner (clicking the owner check box to the right of their name)

‘+ Add External’ – The ability to add an external attendee, you will need to provide their Name, Organisation and Email address

‘+ Add Role’ – This allows you to add a specific Role to the attendee list, if a role has two individuals working the same role, then both will be included on any communications

2. Add in all the internal attendees that are required

3. Add in any External attendees required

4. Add in any Roles that are required to attend.

*Remember these attendees are the regular attendees for this meeting type and form part of the meeting series template, additional attendees can be added or removed from each specific meeting when it has been scheduled.

If an attendee is added in error use the ‘Delete’ button to remove them.

5. Once everybody has been added click on the ‘Save’ button

6. Click on the ‘Back to Meeting’ button (at the bottom of the screen) to move back and start adding in the agenda

Adding an Agenda:

1. Click on the ‘Add’ button

There are two selectable options displayed.

‘+ 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

2. Click on the ‘+ Add Heading’ or ‘Add Item’ button to start adding in headings and items to build your meeting agenda

3. Use the ‘Renumber’ button to number your meeting agenda (if using Headings the heading will have a whole number and any associated items be given a decimal of that number, if using only Items then each number will be a whole number)

To delete a Heading or an Item simply click on the ‘dustbin / delete’ button.

To reorder an Item or a Heading you can click (and hold) the six dots at the end and move into a new position.

*Remember, if deleting, add, or moving headings or items to use the ‘Renumber’ to adjust the new number ordering of your items.

4. When everything has been added, all headings and items have a number click on the ‘Save’ button

5. Click on the ‘Move back to meting’ button where you can see your saved agenda

Adding Reports:

During the classification of a Safety case, or the creation of a finding there are areas for you to categorise each event. These categories in turn link to that modules KPIs allowing you to pull reports and identify trends.

The Reports functionality within meetings allows for these reports to be associated to an agenda item and therefore captured within a meeting and its minutes.