Meeting minutes
This option allows you to manage and evince all the meetings which have been carried out for the system management. Firstly, GlobalSUITE shows a table with all the meeting minutes of the organization. The table provides filters for a better search of the fields.
In case you want to create a new meeting minute you have to click on the button ‘New’. This action generates a new entry in the table, for acceding and modifying each one of the minutes you have to click on the link which appears on the name or the date.
Once selected the minute it appears the form for modifying the Meeting minutes, and there, you can specify all the characteristics and to provide options for generating reports and its shipment
In the buttons of the top side you can do the following actions:
Save: It serves for saving the changes you have done on the form.
Send Minute: It enables the shipment of the meeting minutes by email to all the attendants identified in the field ‘Attendants’. If you mark a head coordinator, it will be the person on which all the emails with the changes and objections will be returned
Back: The platform return the user to the main screen of the Meeting minutes.
Download: It allows you the download of all the fields of the meeting minutes in and editable format (.docx)
The form has the following fields for defining the meeting minutes:
Topic: It's the descriptive name of the meeting.
Date: It's the date of the meeting.
Meeting Minutes Type: In the drop down it will appear different typologies of the meeting minutes. These fields can be configurable in the section ‘Configuration/General’; however, GlobalSUITE proposes by default the types: Committee, Consultancy, Follow-up and Support.
Term: In this field you can indicate the duration of the meeting.
Place: This field serves for indicating where the meeting is carried out
Description: It’s the field for describing the summary of the meeting.
Summoned people: This table is used for specifying the attendants to the meeting. There are two options for this task:
Employees: You could select among the employees identified in the section ‘Management/Employees’. For this reason you should select the employee in the dropdown menu and you have to click on the button ‘Add’.
New: It allows you to add new participants clicking on the button ‘New’; a window will be opened for identifying the data that the user demands.
This is the information that the summoned table shows:
Name: It identifies the name and surname of the summoned person.
Role: It shows the role associated with the summoned person.
Company: It offers the company information of the summoned person.
Email: It shows the email associated with the summoned person.
Meeting Minute Supervisor: It allows you to identify the user which will generate the meeting minute.
Meeting Attendant: It offers the possibility of identifying who have attended to the meeting.
Points Treated: It identifies the points for treating during the meeting. You can add and remove new points with the buttons ‘New’ and ‘Remove’.
Conclusions: As well as the previous point you can specify the conclusions you have reached in the meeting.
Outstanding Businesses: This field describes the actions which are outstanding for next meetings. It allows you to identify the outstanding task, head coordinators and the term.
Documentation: This option allows you to upload the documentation which you have delivered and used during the meeting.