The meetings feature is available both in Field and in Box and can be used from both modules. If you have both Field and Box in your project, meetings will be 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. Using this feature you can arrange meetings, attach meeting items, and create follow-up meetings.
In this article, we will go over how to create meeting templates and how to set up meetings.
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Table of contents
- Activate the meetings feature
- Who can create meetings?
- How to create a meeting template
- Create meetings
- Conduct meetings
Activate the meetings feature
Meetings can be found in either the Box or the Field modules.
To activate the feature, go to
Settings
Box or
Field
Add features
'Meetings'
Activate.
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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.
'View' or 'Edit/create follow-up' permissions to specific meetings is controlled by user groups. To set permissions, go to:
Settings
Users
Scroll to 'Custom groups'
Open the group
Add.
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How to create a meeting template
With meeting templates, it is possible to reuse the agenda for multiple meeting types. The templates can be created by the project administrator in the Field/Box settings.
To create a template, go to
Settings
Box or
Field
'Meeting templates'
Add:
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You can choose whether to create a new template or copy one from an existing project. This will open a new window where you can name the template, give it a description, and set up the agenda:
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The agenda consists of meeting categories and meeting items. The meeting items will be automatically numbered and can be given a type:
- None
- Approval
- Decision
- Information
- Action point
and a priority:
- None
- Low: !
- Medium: !!
- High: !!!
Create meetings
When setting up a meeting you can create a meeting from scratch or an existing template.
Create new
To create a new meeting go to:
Field
Meetings
New
'Create new meeting'.
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This will open an empty draft for a meeting with no agenda or description. Here you can customize the meeting with location, date, etc.
Create new from template
Creating a meeting from a template makes it quicker to create the meeting and also allows for standardization of the agenda.
To create a meeting from a template, go to:
Meetings
New
'Create new meeting from template'
Choose the template and then start filling out further information about the meeting:
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Customizing the meeting
When creating the meeting you have several options to customize it, whether it was created from scratch or a template.
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You can customize:
Meeting information
- Create a title for your meeting and set the date, time, and duration. You can also choose a location and add a description.
Attendees
- Choose who should participate. Participants will only have access to the meeting series of the type they have been invited to.
Agenda
- Describe the different meeting categories. Within each meeting category, you can add meeting items.
Tips and tricks
The title of a meeting can only be changed if it is still in the agenda/draft status and has not been sent out to attendees. This also applies to all future follow-up meetings.
Meeting items
The meeting items describe the different subjects within each category that need to be discussed during the meeting. When creating meeting items, you can edit:
- The title
- The person responsible
- The priority of the issue
- A deadline for the item
- The type of item
- A description of the item
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The different types you can choose from are:
- None
- Approval
- Decision
- Information
- Action point
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Finishing the setup
When the meeting information has been filled in, start inviting attendees:
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You are now ready to start the meeting.
Tips and tricks
If you are not ready to invite attendees, save the meeting as a draft, by clicking at the bottom of the window
'Save draft'.
Conduct meetings
Read more
To learn how to conduct meetings, you can read this article: How to use Meetings.