Change a Meeting's Stage

Manage and update a meeting's stage in ConstructionOnline™

BACKGROUND

In construction, meetings are central to project coordination, but their status can change quickly. Without a clear way to track these changes, teams risk confusion, wasted time, and overlooked updates. 

ConstructionOnline's Meeting Minutes solves this with Meeting Stages—a built-in function that allows users to set and update each meeting's current, actionable state: Draft, Scheduled, Completed, or Cancelled. This simple control ensures accurate visibility, timely notifications, and clear communication at every stage, keeping projects on track and teams informed. 

THINGS TO CONSIDER 

• The "Meeting Stage" field determines meeting visibility and notifications - 
  • Whether or not the meeting is visible to attendees
  • How and when meeting notifications are sent

• A meeting can only be assigned one stage at a time. 
• New meetings in ConstructionOnline default to the "Draft" stage, until manually updated.

HOW TO CHANGE A MEETING'S STATUS

A. During Meeting Creation:

1. Begin by choosing the option to Create a New Meeting
2. Once within the "Create Meeting" extension blade that opens on the right side of your screen, navigate to the "Mode & Stage" tab.
   
   
3. Scroll to the "Meeting Stage" section. 
   
   
4. Select one of the available meeting stages - 
   1. Draft: The meeting is in a planning phase. No notifications or reminders will be sent, and the meeting is not visible for included attendees. This stage is ideal for preparing your meeting without alerting attendees. 
      1. ConstructionOnline defaults all new meetings to "Draft." 
   2. Scheduled: The meeting is finalized and active. Notifications and reminders will be sent out as configured in the "Reminder" tab. The meeting will be visible to invited attendees. 
   3. Completed: The meeting has concluded. Meeting Minutes can now be finalized and distributed to attendees. 
   4. Cancelled: The meeting has been called off. Notifications will be sent to all attendees notifying them of the cancellation. 
      1. You might select this stage during creation if the meeting was already canceled before it could be formally scheduled, but you still need to record its existence and cancellation within ConstructionOnline. 
5. Once you have added all desired meeting details, click the blue "Create" button to create & save the meeting. 
   1. ConstructionOnline will automatically trigger the appropriate actions based on the selected Meeting Stage. 

B. From within an Existing Meeting:

1. Access the "Company Overview" tab through the Left Sidebar or the Company Selector in the Top Navigation Bar. 
   1. If you're working within a desired Project, use the Feature Selector to access Meetings. 
2. Select Meetings under the "Meeting Minutes" section. 
3. Hover over the desired meeting and either press the blue "Details" button or right-click and select "Edit."
   
   
4. Follow Steps 2-5 from the section above.  

 ADDITIONAL INFORMATION 

• Subscription Level: Meeting Minutes is available for companies with current ConstructionOnline Commercial or Multi-Family subscriptions at Team, Business, and Enterprise levels. 
  • Meeting Minutes is also available as a Per-Company Add-On for all other plans. 
• Permissions: Admin Users and Company Users with "Can Create, Edit, and Delete" for Meeting Minutes can manage the stage of meetings that are visible to them. 
  • For Company Users, this includes meetings they've created, are invited to, or those set as Public.  
• CO™ Mobile App: Currently, the Meeting Minutes feature is exclusively available through browser access to ConstructionOnline.

HAVE MORE QUESTIONS? 

• If you need additional assistance, chat with a ConstructionOnline Specialist by clicking the orange Chat icon in the bottom left corner or visit the UDA Support Page for more options.