Minutes of Meetings

Meetings lose value when decisions are not recorded. This module extends the Calendar event with a Meeting Information tab holding the agenda, the actions and decisions and the conclusion notes. A PDF report prints the minutes and an email template sends them to attendees. It is used by meeting organisers and note takers and plugs into Calendar and Discuss email.

1. 1

   Open the meeting information tab

   In Calendar open an event and go to the Meeting Information tab. Choose the responsible user and the note taker, and mark the absent members.

   • Responsible user
   • Note taker
   • Absent members
2. 2

   Add agenda topics

   In the Agenda table add rows with a topic and a description. Tick Discussed as each item is covered.

   • Topic
   • Description
   • Discussed checkbox
3. 3

   Record actions and decisions

   In the Actions / Decisions table add each action with description, agenda item, responsible partner, assigned partners and a deadline.

   • Action and description
   • Responsible partner
   • Deadline
4. 4

   Write the conclusions

   The Conclusion Notes group holds a rich text field for the meeting conclusions.

   • Rich text notes
   • Printed on the report
5. 5

   Print the minutes

   From the Print menu choose Minutes of Meeting to generate the PDF from the QWeb template.

   • Report action on calendar.event
   • PDF output
6. 6

   Email the minutes

   Press Send Meeting Minutes to Attendees. The Minutes of Meeting mail template is used and sent to the event attendees.

   • Button: Send Meeting Minutes to Attendees
   • Template subject includes the meeting name

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