Setup Guide

How to guide superusers to configure the Meetings & Actions module — from meeting cadence design to action tracking and KPI dashboards.

Before you start

Before opening Settings, make sure you have answers to these questions:

Meeting cadence structure — Map your meeting tiers before configuring. Which meetings do you run daily, weekly, monthly? Who participates? What data do they review? A common structure is Tier 1 (daily shift stand-up), Tier 2 (daily or weekly department), Tier 3 (weekly plant), Tier 4 (monthly executive). Each tier should have a clear purpose — don't create meetings without knowing what decisions they produce.

KPI dashboard alignment — Which dashboards should be embedded in which meetings? A Tier 1 stand-up needs line-level OEE and open actions. A Tier 3 review needs aggregated plant performance. Configure your dashboards before creating meeting series — a meeting without live data is just a talking session.

Action ownership model — Who owns actions? In shift environments, assigning actions to individuals works for same-shift follow-up. For actions that span shifts or departments, consider whether the assignee is the person who executes or the person accountable for follow-up. Vague ownership produces vague results.

Escalation flow — How do unresolved items move from one tier to the next? In Maecos, issues flagged for discussion in a Tier 1 meeting can appear on the Tier 2 agenda. Design this escalation path intentionally — otherwise every unresolved item ends up in the monthly review, three weeks too late.

Common mistake: Creating meeting series without embedding KPI dashboards. If meeting participants have to open a separate system for data, they won't. The meeting reverts to opinion-based discussion within two weeks. Configure dashboards first, link them to the meeting, and make data the starting point of every agenda item.

Configuration steps

1

Assign configuration permissions

Settings › Users and Access Management

Persons executing the below configuration steps will require the following permission:

• Permission > Meetings > Create meetings

2

Create a meeting or meeting series

Meetings module › create button

Create your first meeting by defining the title, date, time, and participant list. For recurring cadences, create a meeting series instead of a standalone meeting. Series carry over open actions, notes, and participant lists between occurrences — so each meeting starts where the previous one left off.

Configure the series cadence (daily, weekly, monthly) and define holiday handling to avoid generating meetings on non-working days.

3

Configure meeting agenda and tabs

Optional

Structure the meeting with agenda items and embedded content. Tabs can include KPI dashboards, issue lists, action overviews, and custom content. The agenda defines the flow of discussion — configure it to match how your team reviews performance.

Dashboards embedded in meeting tabs pull live data at meeting time — no manual preparation needed.

4

Configure action settings

Optional

Actions can be created from within meetings using quick create (title, assignee, deadline) or full create (with additional fields, links, and context). Configure whether actions carry auto-numbering and define the default views operators will use — Kanban, list, timeline, or Gantt.

Actions can also originate from other modules (issues, checklists, Why-Why analysis, BOS entries, production orders). Cross-module actions appear in meetings automatically when the meeting is linked to the relevant data.

5

Configure notifications

Optional · Settings › Communication › Notifications

Activate notification triggers for meeting invites, action assignments, status changes, and due date reminders. Meeting invites can be sent as in-app and/or email notifications. External participants with email addresses also receive email invites.

After meetings, meeting minutes can be distributed to all participants — including external attendees.

6

Set up skill-based access

Optional · Requires the Skills & Training module

Create a skill and course to ensure meeting facilitators are trained before managing meetings. This is especially useful for Tier 1 and Tier 2 facilitators who rotate across shifts.

See Smart Flow with Other Modules for the full integration pattern.

7

Assign user permissions

Settings › Users and Access Management

Assign permissions to the people who will use the Meetings & Actions module in daily operations:

• Participants: Permission > Meetings > View meetings (includes viewing, attendance, agenda items, notes, tabs, invites/minutes, and starting/stopping meetings)

• Facilitators: Permission > Meetings > Create meetings (includes everything above, plus creating, editing, and deleting meetings and series)

For actions, separate permissions control who can create, view their own, view assigned, and view all public actions. Combine these per role — a team lead might have all four, while an operator might only have "view assigned actions" and "create actions."

Permissions can be assigned via automatic permission using course qualification status, grouped via permission roles, or via individual allocation.

After configuration — validate before go-live

Before rolling out to teams, verify that your configuration works as intended:

Run a test meeting end-to-end. Start the meeting, review the embedded dashboards, add an agenda item, take notes, create an action, and complete the meeting. Verify that the action appears with the correct assignee, deadline, and link back to the meeting.

Test meeting series continuity. Create a series with at least two occurrences. Complete the first meeting with open actions. Open the second meeting and verify that open actions carry over and that participant lists and notes templates persist.

Verify dashboard data in context. Open the meeting and check that embedded KPI dashboards show current data — not stale numbers from configuration time. If dashboards are blank, check that the data sources (downtimes, issues, checklists) have been configured and populated.

Test action notifications. Assign an action to a colleague and verify they receive a notification. Check that status changes, priority changes, and due date reminders trigger notifications as expected.

Check the escalation path. Flag an issue for discussion in a Tier 1 meeting. Verify it appears on the Tier 2 agenda with its full context. If escalation doesn't work, check the meeting's linked data sources and issue category configuration.

First signs of misconfiguration: Meetings without embedded dashboards (participants don't review data, just talk). Actions without clear owners (nobody follows through). Series that don't carry over open items (each meeting starts from zero). Meeting minutes not reaching external participants (check email notification settings).