Running a meeting

Status Lifecycle

Each meeting goes through the following statuses:

1. Scheduled - The meeting is planned for a future date.

2. In Progress - Someone has started the meeting.

3. Completed - the meeting has been stopped/finished.

4. Canceled - the meeting was canceled.

Start & Stop

You can start a meeting when it's time. If another meeting in the same series is already running, it is automatically stopped when you start a new one.

Progress is visualised in the meeting, indicating time since start or time overdue

Stopping a meeting marks it as completed and, for series, triggers generation of the next occurrence.

Attendance Tracking

During or after a meeting, you can mark each participant's attendance:

• Present

• Absent

• Excused

There is also a bulk action to mark all required participants as present at once.

Agenda

Each meeting has an ordered list of agenda items. Each item has a description and an optional duration (in minutes).

You can add, edit, reorder, and remove agenda items. The total duration of all agenda items is displayed alongside the meeting duration.

For recurring meetings, you can copy the agenda from the previous meeting in the series to save time.

Discussion Notes

Each meeting has a rich text editor (TipTap) for discussion notes. Notes support formatting, lists, links, and other rich content.

Notes have conflict detection — if someone else edits the notes while you have them open, you'll be notified and can choose to overwrite their changes or discard yours.

Like the agenda, you can copy notes from the previous meeting in the series.

Integrations

The meeting module connects to other Maecos modules, turning each meeting into a hub where your team reviews data, tracks follow-ups, and discusses open issues — all without leaving the meeting view.

Dashboards

You can embed Maecos dashboards directly inside a meeting as tabs. This means your team can review live KPIs, OEE data, production charts, or any other dashboard during the meeting without switching screens.

Dashboard tabs can be configured at the series level, so every future meeting in the series automatically includes the same dashboards. This is ideal for recurring operational reviews where you always look at the same data. Tabs can also be added to individual meetings for one-off discussions.

Tabs can be reordered and renamed. You can also add link tabs to embed external URLs (e.g., shared documents, external tools).

Action Plans

Meetings integrate tightly with the action plan module:

• Create actions during a meeting — decisions and follow-ups can be turned into tracked actions directly from the meeting.

• Link existing actions — connect relevant open actions to a meeting to discuss them.

• Outstanding actions from previous meetings — when viewing a meeting in a series, you automatically see all open actions from earlier meetings in the same series. This gives your team a live view of what's still unresolved, updated in real time.

This creates a natural flow: discuss a topic in a meeting, create an action, and track it through subsequent meetings until it's closed.

Issues & Defects

Issues and defects can be linked to meetings and are displayed within the meeting detail view. This lets your team discuss quality problems, safety incidents, or production defects in the context of a structured meeting, with full traceability back to the issue record.

Documents

Files from the Document Management System (DMS) can be attached to meetings. You can also upload files directly or attach external URLs. For recurring meetings, files can be copied from the previous meeting to carry documents forward.