Meeting Minutes
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      2. Meeting Minutes

      Create a New Meeting from Scratch

      Set up a new meeting using Meeting Minutes in ConstructionOnline™

      BACKGROUND 

      For any construction project to stay on schedule and within budget, effective communication and comprehensive documentation are non-negotiable. Meetings are a cornerstone of this process, serving to align diverse teams, coordinate complex tasks, and drive decisions forward—but without organized records, even the most productive discussions can quickly unravel into confusion, forgotten follow-ups, and expensive errors. 

      Meeting Minutes in ConstructionOnline offers a powerful, intuitive solution for creating and managing detailed meeting records. By capturing agendas, notes, decisions, and assigned responsibilities, Meeting Minutes helps teams enforce accountability, maintain transparency, and ensure alignment. 

      THINGS TO CONSIDER 

      • Meetings can be created at both the Company and Project levels. 
        • Company-Level: Displays all meetings across all projects, and any meetings not associated to a specific project.
        • Project-Level: Displays only meetings associated to the selected Project. 
      • Within ConstructionOnline, any field that shows the gear icon The gear icon, or Custom Values feature, within ConstructionOnline's project management software is a Custom Value, allowing users to add, edit, or remove categories. These fields can be customized by clicking on the icon. 

      HOW TO CREATE A NEW MEETING FROM SCRATCH 

      1. Access the "Company Overview" tab through the Left Sidebar or the Company Selector in the Top Navigation Bar. 
        1. If you're creating the meeting from within a desired Project, use the Feature Selector to access Meetings. 
      2. Select Meetings under the Meeting Minutes section. 
      3. Click the green (+) Add a New Meeting... button and choose the "from scratch" option from the dropdown menu. 

        Add construction meetings from scratch or from templates in ConstructionOnline's Meeting Minutes software

      4. This will open the "Create Meeting" extension blade on the right side of the screen, where you can enter information about the meeting, including - 

        Create a New Construction Meeting in ConstructionOnline's Meeting Minutes, a key feature of commercial construction project management software
        1. Details
          1. Meeting Details
            1. Number: Assign a unique identifier to the meeting for tracking or reference. 
            2. Meeting Name: Give the meeting a clear, descriptive name. This field is required. 
            3. Overview: Add a short summary or purpose of the meeting. 
            4. Related Project: Link the meeting to a specific Project. 
              1. When creating a meeting from within a Project, ConstructionOnline automatically assigns and locks that Project to this field. 
            5. Meeting Color: Choose a color for easy visual identification on calendars or lists. 
            6. Virtual Meeting Link: Add a meeting link (e.g., Zoom, Microsoft Teams) if applicable. 
            7. Private Meeting: Check the box to limit meeting visibility to the meeting organizer, Admin Users, and invited Attendees. 
            8. Tags: Assign any predefined keywords or labels to the meeting. 
                1. By using Tags in ConstructionOnline, you can easily sort and track information within the system. 
          2. Meeting Date & Time
            1. Start Date: Select the date the meeting will begin. 
            2. Start Time: Select the exact time the meeting will begin. 
            3. End Time: Specify the exact time the meeting will conclude. 

              🗒️ Note: For single-day meetings, if the end time is set earlier than the start time, ConstructionOnline will automatically adjust the times to match. 

            4. End Date: If the meeting spans multiple days, enter the end date here. 
              1. By default, ConstructionOnline automatically populates the end date to match the start date. 
            5. All Day: Check this box if the meeting will span the full day with no specific start or end time. 
              1. Selecting this option will automatically disable the start and end time fields. 
            6. Repeating Meeting: Select this box  to configure a recurring schedule (e.g., Daily, Weekly, Monthly). 

              Set recurring or repeating meeting in ConstructionOnline's Meeting Minutes
          3. Meeting Location 
            1. Location: Name the meeting's specific location (e.g., Main Conference Room, Client Office). 
            2. Street Address: Enter the physical address of the meeting location. 
            3. City: Continuation of meeting address
            4. State: Continuation of meeting address 
            5. Zip / Postal Code: The zip/postal code associated with the address of the meeting location.  
            6. Country: ConstructionOnline, by default, will populate the Country set in your Account's Settings under the "Country & Language" option. 
        2. Mode & Stage
          1. Meeting Mode: Set the mode of the meeting to determine the main set of features and actions available to users for the meeting once it's created.
            1. Agenda Mode: Use this mode before the meeting to plan and distribute the agenda.
              1. By default, ConstructionOnline sets all new meetings to Agenda Mode. 
            2. Minutes Mode: Switch to this mode during or after the meeting to take notes, record decisions, and create follow-up action items.

              ⚠️ Important: Agenda Categories and Items can only be added to a Meeting while in Agenda Mode. 
          2. Meeting Stage: Set the current status of the meeting to control visibility and notifications. 
            1. Draft: No notifications or reminders will be sent. This stage is ideal for planning and preparing your meeting without alerting attendees. 
              1. ConstructionOnline defaults all new meetings to "Draft." 
              2. Draft meetings remain visible to Company Users who have the appropriate Meeting Minutes permission settings. 
            2. Scheduled: The meeting is visible with notifications and reminders being sent out as configured. 
            3. Completed: Meeting minutes can be distributed to attendees after the meeting has concluded. 
            4. Cancelled: Notifications will be sent to all attendees about the meeting cancellation. 
          3. Meeting Type & Status - Optional
            1. Meeting Type: Categorize the meeting for easy identification and filtering (e.g., Pre-Construction, Kick-Off, Schedule Update, Client). 
            2. Meeting Status: Provide real-time status indicators for at-a-glance updates (e.g., Overdue, Tentative, Delayed, Scheduled). 
        3. Attendees: Add meeting attendees by clicking the blue "Click here" text and selecting Contacts from within your Company Directory. 

          Select Meeting Attendees to be included in construction meetings through ConstructionOnline's Meeting Minutes
          1. Here you will also find options for sending and resending meeting invitations and managing attendee visibility & status. 
        4. Agenda: Outline the topics (Agenda Categories) and discussion points (Agenda Items) for the meeting. 
          1. For more information about setting up the Meeting Agenda, check out "Understanding Agenda Mode." 
        5. Attachments: Upload any files and photos pertinent to the meeting. 
        6. Reminder: Configure an automatic meeting reminder to be sent to attendees, including the timing and delivery method of the notification. 
      5. Once all desired meeting information is entered, press the blue "Save" button to finalize details and create the meeting. 
        1. ConstructionOnline will then automatically trigger appropriate actions based on the selected Meeting Stage (Draft, Scheduled, Completed, or Cancelled), such as sending notifications, managing visibility, or enabling minute distribution.  
        2. The meeting(s) will appear on the Meeting Calendar, showing the meeting's name and its scheduled time. For recurring meetings, each instance will appear on its respective date as well as in the "Meetings" List. 

        ADDITIONAL INFORMATION 

        • You can see information regarding this activity logged in the Company History Log, where ConstructionOnline records that a meeting was created, the user who created the meeting, and the date and time of creation. 

          Access user activity logs in the Company History Log in ConstructionOnline's project management software

        • Subscription Level: Meeting Minutes are available for companies with active Commercial or Multi-Family subscriptions at the Team, Business, or Enterprise level. 
          • Meeting Minutes is also available as a Per-Company Add-On for all other subscription plans. 
        • Permissions: Admin Users and Company Users with "Can Create, Edit, and Delete" permissions for Meeting Minutes can create new meetings. 
        • 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.