FAQ: Meeting Minutes
Frequently asked questions about Meeting Minutes in ConstructionOnline™
What is the difference between Agenda Mode and Minutes Mode?
What is the difference between an Agenda Category and an Agenda Item?
What are the different Meeting Stages?
Can I create a repeating Meeting?
Can I send Meeting invitations and reminders?
Can I set a Meeting to Private?
Can I save a Meeting as a template for future use?
Can I print a Meeting Agenda or Meeting Minutes?
What is Meeting Minutes?
Meeting Minutes is a feature within ConstructionOnline that provides a centralized, structured system for managing every aspect of construction meetings—from initial planning through real-time documentation and follow-up. It covers the full meeting lifecycle, including building agendas, sending invitations, documenting discussions and decisions, assigning Action Items, tracking attendance, and printing official meeting records.
Without a centralized system, meeting details can get lost across email threads and handwritten notes, making it difficult to hold teams accountable or reference past decisions. Meeting Minutes consolidates all of this into one centralized workspace, improving transparency and accountability across every project meeting.
For a full overview of the feature and its key benefits, visit Overview: Meeting Minutes.
What is the difference between Agenda Mode and Minutes Mode?
Agenda Mode and Minutes Mode are the two phases of the Meeting Minutes workflow:
- Agenda Mode — The planning phase. It's where you build the structure of the meeting before it begins by defining Agenda Categories, adding Agenda Items, assigning priorities and resources, and setting due dates.
🗒️ Note: All meetings start in Agenda Mode by default. - Minutes Mode — The documentation phase. Once the meeting is underway, Minutes Mode is where you record what actually happened by adding notes to each Agenda Item, creating and assigning Action Items, marking attendance, using the free-form Notepad for general discussion points, and uploading relevant attachments.
What is the difference between an Agenda Category and an Agenda Item?
Agenda Categories are the high-level sections that organize a meeting's agenda—for example, "Project Updates," "Budget Review," or "Safety Items." They provide the overall structure and grouping for discussion topics.
Agenda Items are the specific discussion points that live under each Agenda Category. Each Agenda Item can include a title, description, assigned resources, due date, priority, and status. Agenda Items are also the foundation for adding Action Items and recording Meeting Minutes.
What is an Action Item?
An Action Item is a task created during a meeting and linked directly to a specific Agenda Item. It captures what needs to happen after the meeting—including a description, a responsible Contact, and a due date.
What are the different Meeting Stages?
Every Meeting in ConstructionOnline is tracked through one of the four defined Meeting Stages:
- Draft — The Meeting has been created but is not yet finalized or scheduled.
- Scheduled — The Meeting is confirmed and upcoming.
- Completed — The Meeting has taken place and documentation is finalized.
- Cancelled — The Meeting will not take place.
Meeting Stages are updated manually by users with the appropriate permissions and help the team stay aligned on the status of every meeting across the project.
Step-by-step instructions for updating a Meeting Stage can be found here.
Can I create a repeating Meeting?
Yes. ConstructionOnline's Meeting Minutes supports repeating Meetings for recurring events such as weekly site updates or monthly safety reviews. Each instance of a repeating Meeting is generated as its own distinct record, reducing manual entry while keeping individual meeting documentation separate and accurate.
Step-by-step instructions can be found here.
Can I send Meeting invitations and reminders?
Yes. Meeting invitations can be sent directly from ConstructionOnline to any attendee, and recipients can accept or decline the invitation via email at any time. Automated reminders can also be configured to notify attendees ahead of the meeting, helping reduce no-shows and keeping participants accountable.
Meetings can also appear in the Company and project-level Calendars, giving teams full visibility into upcoming meetings alongside other key project events.
Step-by-step instructions can be found in Send/Resend Meeting Invitations and Manage a Meeting's Reminder.
Can I set a Meeting to Private?
Yes. Meetings can be set to Private to restrict visibility to only those users who have been specifically invited. This is useful for meetings that involve sensitive discussions or a limited subset of the project team.
Step-by-step instructions for setting a Meeting to Private can be found here.
Can I save a Meeting as a template for future use?
Yes. Meeting Templates can be created in two ways:
- From an existing Meeting — If you have a Meeting that's already structured the way you want, you can save it directly as a template. This is the fastest option when an existing Meeting reflects the agenda structure you plan to reuse.
- From Scratch — You can also build a Meeting Template independently from any existing Meeting, which is useful for setting up standard templates before any Meetings have been created.
Once a template exists, new Meetings can be created from it rather than built from scratch each time.
Can I print a Meeting Agenda or Meeting Minutes?
Yes. Both Meeting Agendas and Meeting Minutes can be printed directly from ConstructionOnline, providing official, time-stamped records of meeting structure and outcomes.
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.