Meetings

The meeting module helps you plan, run, and follow up on meetings. It supports both one-off meetings and recurring series, with built-in attendance tracking, agenda management, discussion notes, file sharing, and automated notifications.

What makes the meeting module powerful is that it doesn't live in isolation. It connects directly to dashboards, action plans, issues and documents. A meeting becomes a central place where you review live data on embedded dashboards, track open actions from previous meetings, link issues that need discussion, and attach relevant documents. Everything your team needs for a productive meeting is in one place

Creating a Meeting

There are two types of meetings:

• Single meeting - A one-off meeting with a specific date and time.

• Meeting series - A recurring meeting that automatically generates future occurrences based on a schedule you define. The details will appear when activating thebutton.

Mandatory fields

• Title - The meeting itself with a name known (recurring) or clear (one-off) to all attendees

• Date - Date and time to plan the meeting. For ad hoc meetings, use the button.

• Duration - Duration of the meeting, includes quick selection buttons like

• Organizer - Default organizer is person logged in. Other organizers can be added, ensuring they can edit or update meeting properties as well.

• Visibility - A meeting has two levels of visibility

  • Private - Meetings are marked as private by default. Private meetings are only visible to their organizers and participants.

  • Public - Public meetings are visible to anyone with access to the meetings module.

Optional fields

• Location - Meeting room or other venue where meeting will take place

• Participants - Participants are categorized into three types:

  • Required - Persons expected to attend. Organizers are automatically added as required participants.

  • Optional - Invited but attendance is not mandatory.

  • Informed - Notified about the meeting but not expected to attend.

External participants

Once the meeting is created, external participants can also be added. External participants are people who don't have a Maecos account (eg visitors, contractors, ...) . External participants are identified by first name, last name, and an optional email address.

Meetings overview

All meetings are listed in the meeting overview. This will show all public meetings and your personal meetings. The meeting list is split into two views

• Upcoming - meetings scheduled for today or later, sorted by nearest first.

• Past - meetings before today, sorted by most recent first.

Presets

Three built-in filters are available:

• All - shows all meetings you have access to.

• Organised by me - meetings where you are an organizer.

• Meetings for me - meetings where you are a participant or organizer.

Filtering

You can filter meetings by:

• Series

• Title

• Organizers

• Participants

• Status

• Notes content

• Agenda item content

• Date range

• Private/public

Navigation Between Meetings

When viewing a meeting that belongs to a series, you can navigate to the previous or next meeting in the series. This makes it easy to review past meeting notes or prepare for the next one.