How to use Meetings

 Technical information

The meetings feature is available in Field and Box and can be used from both modules. When you have Field and Box in your project, meetings are shared across the modules.

If you do not have Dalux Field on your project, you need Dalux Box Pro to use meetings.

The meeting feature allows for easy and efficient planning of your meetings with other participants in the project. With this feature, you can schedule meetings, add materials, and set up follow-up meetings.

In this article, we will show how to use the meetings feature to conduct meetings.

Video

Table of contents

1. Who can create meetings?
2. When the meeting starts
   • Linking meeting items to tasks/comments
   • Add attachments to meeting items
3. Follow-up meetings
4. Meeting summary
5. Overview of meetings
6. Deleting a meeting

Who can create meetings?

User rights

To be able to create and set up meetings, you have to be a project administrator, Field administrator, or project planning manager (can only create templates). Custom user groups can be permitted to edit meetings and create follow-up meetings.
To learn more about creating meetings and setting up templates, read this article: How to set up Meetings.

When the meeting starts

You can conduct meetings if you are part of a user group permitted to edit meetings and create follow-up meetings. When you have started the meeting set the attendees as present or absent:

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Then write your meeting notes (1) for the different meeting items:

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Set the status of meeting items (2):

• The 'Open' status will carry the item to the next follow-up meeting.
• The 'Closed' status will not carry the item to the next meeting.

Linking meeting items to tasks/comments

You can link meeting items to tasks and comments, either new or existing ones, when in a meeting. To do so:

Click to the right of the meeting item Choose between New task, New comment, Existing task, or Existing comment Select a template type or existing registration.

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Or you can do it when editing the meeting item:

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Add attachments to meeting items

You can add attachments to meeting items to make it easier for people, who participated in the meeting, to find the relevant documents and files that are referred to during a meeting item. To add an attachment:

Click  to the right of the meeting item Select the type of attachment you want to add to the item:

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Tips and tricks

While the meeting is underway, you still have the option to edit meeting items or delete them by clicking next to a meeting item Edit or Remove.

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Follow-up meetings

When a meeting is done, and you click 'End meeting' you can create a follow-up meeting.

To do so, click Create new follow-up.

Open meeting items, attendees, attachments on meeting items, the description, and all the defined fields will be carried over.

You will still have the option to edit the meeting information, the attendees, and the agenda as if it were a new one.

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You can also create a follow-up meeting from the list view. Go to

Field Meetings Create 'New follow-up'.

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Meeting summary

When the organizer/project administrator decides to end the meeting, a link to the summary will be sent out to the participants via email:

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Overview of meetings

You can get an overview of all the meetings, content, and associated list views from the sidebar menu. In the sidebar menu for meetings, there are five categories of list views:

•  All meetings
•  All meeting items
•  My meeting items
• Overdue meeting items
• Specific meeting folders (one for each meeting type)

All meetings

The All meetings list view shows an overview of all of the meetings of all types of meetings in the project. From the view you can see the different types of meetings and information on:

• Meeting number and title
• Date, start, and end time
• Location
• Status
• Number of meeting categories and items
• Number of attendees

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All meeting items

In the All meeting items list view, the items under the meeting categories for all meetings are shown. From here you can see which meeting it belongs to and the meeting status. For the meeting items you can see the following:

• Title of meeting item
• Responsible
• The type and priority
• Deadline
• Status of meeting item
• Whether it is linked to a task or comment and attachments

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My meeting items

From the My meeting items list view you can see all of the meeting items for which you (or everyone) are responsible and information about the meeting items.

Overdue meeting items

The overdue meeting items will show all overdue meeting items in the project.

Specific meeting folders

Each specific meeting folder will show the same information as the All meetings list view but only for that particular meeting.

Calendar view for meetings

The calendar view allows you to see all meetings on a calendar. It is also possible to create meetings from the calendar view (meetings created from the calendar view as a draft without a start and end time, won't be shown in the calendar).

You can switch to the calendar view, by clicking the -icon.

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Deleting a meeting

If you delete a planned meeting, all planned attendees for the meeting will receive a cancellation email notification. The cancellation email will also contain an updated calendar file, so you can cancel the meeting in your calendar.

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 Read more

To learn how to set up meetings, you can read this article: How to set up Meetings.