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Procore

Create a Meeting

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Objective

To create a meeting using the project's Meetings tool. 

Background

You can use the Meetings tool to create detailed agendas for your project meetings. The first step in the process is to create the meeting. This process lets you set the date, time, location and also to invite the attendees. This process is described in the Steps below. Once the meeting is created, you can move on to create categories (see Create a Meeting Category), which are used to group agenda items into subjects. Then, you can add the individual agenda items (see Add a Meeting Item) to your categories. 

Things to Consider

  • Required User Permissions:
    • To create a meeting:
      • 'Admin' level permissions on the project's Meetings tool,
        OR
      • 'Read Only' level permissions or higher on the project's Meetings tool with the 'Create Meeting' granular permission enabled on your permissions template.
    • To be added to the 'Scheduled Attendees' list on a meeting the person must have a profile in the Project Directory.
      Note: If you are managing user permissions with a permission template, users must be granted 'Read Only' permission or higher on the Meetings tool. See Manage Project Permissions Templates.
    • To view a meeting you have been invited to, 'Read Only' level permissions or higher on the Meetings tool.  
  • Additional Information:
    • The meeting must be in agenda mode. This is the default setting when you create a new meeting. To learn how to convert a meeting to minutes mode, see Convert a Meeting to Minutes Mode. 

Video

 

Steps

  1. Navigate to the project's Meetings tool. 
  2. Click +Add Meeting.
  3. Select to create a New Meeting or Create from Template.
  4. Under Meeting Information, fill in the relevant fields for the new meeting.

  • Meeting #: Indicates the meeting number. When you create a meeting, Procore automatically assigns the first meeting in a series the number one (1). Then, when you create a follow-up meeting, Procore assigns the next meeting in the series the number two (2), and so on. Note: This field does not support the entry of letters, symbols, and leading zeros. 

  • ​​​​​Meeting Name: Type a name, title or descriptive subject line for the meeting.

  • Video Conferencing Link: Copy and paste the video conferencing link for your attendees to access.
    Note: The full URL of the meeting link (starting with https://) must be included in order for it to display as a hyperlink.

  • Private Meeting: Mark this tickbox so that the meeting is only visible to scheduled attendees and users with 'Admin' level permissions to the Meetings tool. 

  • Draft Meeting: Mark this checkbox to save the new meeting as a 'Draft.'

  • Meeting Date: Use the calendar control to set the date for a meeting.

  • Timezone: Select a timezone for the meeting.

  • Start Time: Enter a start time for the meeting. Include a.m. or p.m. after the start time.

  • End Time: Select an end time for the meeting. Include a.m. or p.m. after the finish time.

  • Meeting Location: The location where the meeting will be held (e.g., Conference Room A, Conference Room B and so on). 

  • Overview: Enter a meeting summary or description. You can use the controls in the formatting toolbar to format your overview. 

  • Attachments. Attach any relevant files. You have these options:

    • Click Attach File(s) and then choose the appropriate option from the shortcut menu that appears.
      OR
    • Use a drag-and-drop operation to move files from your computer into the grey Drag and Drop File(s) box.

  • Scheduled Attendees: Add meeting attendees by selecting people from this drop-down list. To appear as a selection in this list, a person must have a Procore user profile in the Project Directory. Additionally, if a permission template is applied to the person, the permissions must include 'Read Only' or higher on the Meetings tool. 

  1. Click Create.
    Notes:
    • A banner appears to confirm that the meeting was created and the page title changes to 'Meeting Agenda for '
    • If you want to add additional categories to your meeting, see Create a Meeting Category. 
    • If you want to add meeting items (a.k.a., agenda items) to your meeting, see Add a Meeting Item. 
    • Procore automatically adds one (1) category, name 'Uncategorized Items,' to the meeting. You can rename this category by typing over the name. You now have these options: