Project Meetings

This article walks through how to add a meeting to a project record.

Add a Meeting to a Project

1. Sign in to your site.

2. Go to Projects System, expand Meetings, and select Add Record

3. Fill out the Meeting Details

   • Meeting Number: Automatically generated by the system

   • Status: Choose a status from the drop-down. Examples include pending, scheduled, and completed

   • Meeting Type: Select the appropriate meeting type. Examples include the planning board and zoning board of appeals

   • Meeting Date / Time: Set the date and time of the meeting

   • Location: Enter the address of the meeting

   • Meeting Name / Description: Add a name or short description for the meeting

   • Apply to Scheduler: Select to apply the meeting to the Scheduler Tool.

4. Select Associated Projects

   Note:

   The system will allow the user to select multiple projects that will be discussed at the meeting. A copy of the meeting will be placed in each project record automatically by the system.

5. Select the Attendees for the meeting from the list or type their names into the box provided

6. Fill out the Agenda for the meeting

   Note:

   Click Add Agenda Topic to add meeting items that are not linked to a project.

7. Upload any Documents for the meeting by selecting the Upload a file button

8. Select Save Meeting

9. The meeting will now show under the Meeting Minutes tab of the project record(s) it was associated with

Edit an Existing Meeting

1. Sign in to your site.

2. Go to Projects System, expand Meetings, and select Search

3. Search for the meeting and select Details

4. Edit the Meeting Details and Associated Projects, as needed

5. Note the meeting Attendees

6. Enter the Meeting Minute Notes

7. Fill out the Meeting Overall Vote section and add any additional notes

   • The vote has 3 categories. You can check boxes in each one:

     • Voted in favor

     • Voted against

     • Did not vote, or abstained

8. Click Save Meeting