Overview
The Meetings module in INGENIOUS.BUILD provides a structured way to document discussions, track action items, and ensure accountability in project meetings. This feature allows teams to maintain clear records, streamline communication, and follow up on key project deliverables efficiently.
Key Features of the Meetings Module
1. Meeting Details
This feature helps users manage essential meeting logistics, such as:
Meeting Date & Time – Schedule and track recurring meetings.
Meeting Location – Document physical or virtual meeting locations.
Meeting Frequency – Set how often meetings occur (e.g., weekly, biweekly).
These fields appear together at the top of the meeting record, where the date, time, location, and recurrence pattern can each be set or edited.
This ensures that meetings are planned, structured, and documented for reference.
2. Attendee Management
The module allows users to:
Track who attended the meeting.
Attendees are listed with a checkbox or toggle next to each name, letting you mark who was present at the meeting.
Assign meeting roles (e.g., originator, additional authors).
Each attendee can be assigned a role from a dropdown — such as originator or additional author — indicating their responsibility for the meeting record.
Document attendance for better accountability.
This feature ensures that all relevant stakeholders are informed and involved in discussions.
3. Agenda & Discussion Tracking
Meeting minutes are structured into key discussion categories, such as:
Design Updates – Track outstanding design changes and permit statuses.
Construction Administration – Manage submittals, RFIs, and owner approvals.
Site Walk Reviews – Record findings from on-site inspections, such as AV/IT checks and wall layout reviews.
Each category groups its related discussion items in a list, with entries for individual findings (for example, an AV/IT check or a wall layout review) that can be expanded for more detail.
By organizing topics into categories, teams can efficiently manage discussions and avoid missing critical action items.
4. References
Each discussion item in the minutes includes:
Responsible Party – Assign who is accountable for follow-ups.
Due Date – Set deadlines for completion.
Item Status – Track whether an issue is open, in progress, or closed.
Task Status – Monitor assigned tasks related to meeting discussions.
These fields appear together on each discussion item — a field to assign the responsible party, a due date picker, and status dropdowns for both the item and any linked task — so follow-up ownership and progress are visible at a glance.
This feature ensures that meeting discussions lead to actionable results and that responsibilities are clearly defined.
5. File Management & References
Users can attach relevant documents directly to meeting minutes, such as:
Design drawings and permit documents.
Meeting recordings and transcriptions.
Project schedules and task lists.
Attached files appear as a list within the meeting record, each showing the file name and an option to open or remove it.
Keeping files within the module allows easy access to all necessary documentation without searching through emails or external drives.
6. Finalizing & Sharing Meeting Minutes
After discussions are documented, the system allows users to:
Save and update minutes as the meeting progresses.
Send the agenda to all participants.
A "Send Agenda" action is available from the meeting record, which emails the current agenda out to everyone listed as an attendee.
Lock and share minutes as a finalized record.
Export a PDF version for offline reference.
An "Export PDF" action generates a formatted, read-only PDF copy of the meeting minutes for offline reference or distribution outside the platform.
These features help teams formalize decisions and maintain transparency in project meetings.
7. Meeting Setting
Meeting settings can only be edited after a meeting has been created but before it has started. In other words, once a meeting is in progress, its settings can no longer be changed.
The meeting settings panel lists the editable configuration for the meeting — such as its date, time, location, frequency, and attendee list. Once the meeting has started, these fields become read-only and can no longer be changed.
To learn more about editing meeting setting read the Creating a Meeting article.
The Meeting Minutes module in INGENIOUS.BUILD streamlines meeting management by providing a clear structure for recording discussions, assigning responsibilities, and tracking progress. By leveraging this tool, teams can enhance collaboration, improve accountability, and ensure that project meetings translate into actionable outcomes.