Meeting Minutes
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      Understanding Minutes Mode

      Capture and organize critical meeting details with Minutes Mode in ConstructionOnline

      In construction, a successful meeting isn't just about discussion—it's about discussion that culminates in clear outcomes and actionable next steps. While a well-crafted agenda in Agenda Mode sets the stage for productive discussions, the real work of capturing decisions, assigning responsibilities, and documenting conversations begins once the meeting is underway. Without a robust system to record these vital details, even the most focused discussions can lose their impact, leading to forgotten tasks, miscommunications, and project delays. 

      ConstructionOnline solves this challenge with Minutes Mode—a powerful tool for recording every aspect of your construction meetings in real time or immediately afterwards.

      WHAT IS MINUTES MODE? 

      ConstructionOnline's Meeting Minutes feature transitions seamlessly from planning with Agenda Mode to documentation with Minutes Mode. Designed to transform meeting conversations into organized, actionable records, Minutes Mode provides a streamlined interface where users can create Action Items, add detailed notes, track meeting attendance, and upload relevant files. Minutes Mode ensures that every discussion is comprehensively documented, decisions are clearly logged, and accountability is maintained across your project team.

      With Minutes Mode, you can: 

      • View Agenda Categories and Agenda Items (created in Agenda Mode) 
      • Create Action Items directly linked to Agenda Items
      • Update attendees' status and log additional participants
      • Add detailed meeting notes (Minutes) under each Agenda Item 
      • Use the free-form Notepad for general discussion points not tied to a specific Agenda Item
      • Upload relevant attachments (photos, drawings, or supporting files)

      In summary, Agenda Mode = Planning, while Minutes Mode = Documenting.

      THINGS TO CONSIDER

      • You cannot add new Agenda Categories or Items while in Minutes Mode. These must be created in Agenda Mode. 
      • You must have at least one Agenda Item created in Agenda Mode to create Action Items or record Meeting Minutes. 
      • The "Notepad" is connected to the meeting itself; it is not user-specific. Any user with access to the meeting will see the same notes in the notepad. 

      HOW TO USE MINUTES MODE

      When you are ready to begin recording Meeting Minutes, you will need to open the Meeting record and switch from Agenda Mode to Minutes Mode to access documentation tools. 

      Access the Meeting:

      1. Navigate to 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 that Project's Meetings. 
      2. Select Meetings under the Meeting Minutes section. 
      3. From the Meetings List or Meetings Calendar, click on the meeting name to open the Meeting Details.

        Minutes Mode for Construction Meeting Minutes in UDA ConstructionOnline | Construction Project Management Software

      Switch to Minutes Mode:

      1. How to Toggle a Construction Meeting between Minutes Mode and Agenda Mode in UDA ConstructionOnlineIn the Meeting Minutes window, toggle Meeting Mode to "Minutes." 
        1. The interface will update to allow for adding minutes. The difference will be clear, as the actions available in Minutes Mode are highlighted in yellow for quick, easy access. 

      Manage Attendees:

      Manage Attendees and Meeting Attendance Record for Construction Meetings in UDA ConstructionOnline
      1. In the "Attendees" section, you can:
        1. Mark Attendance: Update the status of each meeting participant by selecting Yes, No, or NA (not applicable). 
        2. Add Attendees: Click the green (+) Add Attendees button to add new meeting participants. 

      Add Action Items:

      1. Under any existing Agenda item, click on the blue "Create Action Item" text. 

        Add Action Items to a Construction Meeting in Minutes Mode using UDA ConstructionOnline Meeting Minutes Software
      2. This will open the "Create Action Item" extension blade on the right side of your screen, where you can enter information about the Action Item, including—

        Creating an Action Item during a Construction Meeting in Minutes Mode | UDA ConstructionOnline | Construction Project Management Software
        1. Description: Provide a concise description outlining the task or action that needs to be taken. 
        2. Responsible Resource: Assign the Contact(s) responsible for completing the Action Item. 
        3. Due Date: Set a due date to specify when the action is expected to be completed. 
      3. Click the blue "Create" button to save the Action Item. 

      Enter Meeting Minutes:

      1. Select the "Add Minutes" button under the related Agenda Item. 

        How to Enter Meeting Minutes for a Construction Meeting in UDA ConstructionOnline

      2. This will open the "Add Minutes" extension blade on the right side of your screen.

        Recording Meeting Minutes for Construction Meetings using Construction Meeting Minutes Software | UDA ConstructionOnline
      3. Use the text block provided to record key discussions, decisions, and outcomes related to that specific Agenda Item. Improve the organization of recorded Meeting Minutes with flexible text styling options for Font (Type, Size, Color, & Style), Alignment, Bulleted or Numbered Lists, Hyperlinks, and Tables.

        Enter Notes related to Meeting Agenda Items while recording construction Meeting Minutes
      4. Press the blue "Save" button to attach these notes to the associated Agenda Item. 

      Utilize the Freeform Notepad:

      1. Select the blue "Open Notepad" text in the upper right side of the Meeting Minutes window.

        Construction Meeting Notepad for Meeting Minutes | Record Construction Notes | Take Construction Meeting Minutes
        1. This will open the Notepad extension blade on the right side of your screen. 
      2. Enter any general meeting notes here that are not tied to a specific Agenda Item— such as meeting observations, parking lot items, or other spontaneous thoughts. 
        1. Notes automatically save as they are entered in the Notepad.
      3. Press the "Close" button to exit the Notepad at anytime. 

      Upload Attachments:

      1. Press the green "Upload photos or files" button to open the "Upload File(s)" window. 

        Save Attachments to Construction Meeting Minutes with UDA ConstructionOnline
      2. Click-to-select or drag-and-drop relevant photos and/or files to the meeting, such as updated drawings, reference documents, reports, and/or progress photos. 

        File Integration for Construction Meeting Minutes in UDA ConstructionOnline

      WHY USE MINUTES MODE?

      Minutes Mode for ConstructionOnline's Meeting Minutes helps your team:

      • Maintain accurate, official records of decisions
      • Drive accountability with Action Items linked to responsible contacts
      • Centralize meeting documentation for easy access and review
      • Reduce miscommunication and prevent costly delays

      ADDITIONAL INFORMATION 

      • Subscription Level: Meeting Minutes is available for companies with current ConstructionOnline Commercial or Multi-Family subscriptions at the Team, Business, and Enterprise level. 
        • 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 set meetings visible to them to "Minutes" Mode. 
        • For Company Users, this includes meetings they've created, are invited to, or that are set as Public. 
      • CO™ Mobile App: Currently, Meeting Minutes 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.