Note: The protocol module presented in this article is created based on the default template of the module generator. The module created with the module generator can be customized to meet individual requirements. This guide describes the basic functions of the default module template. The following is a link to an informational video: Efficient meetings with intelligent minutes management

Aim of the module

The goal of the protocol module is to organize, record, and track a meeting.

Procedure

To prepare the meeting, a central agenda is set up, which can be viewed and interactively added to by all participants.

During a meeting, decisions are logged in a continuous list, work orders are defined and delegated, so that no follow-up is necessary.

For follow-up, the module provides a good overview of completed and open tasks and actions.

Contents of past meetings can be viewed at any time. Thus, no information is lost.

Module element

When creating a meeting, its framework data is queried. This includes e.g.: 

• Name of the meeting 
• Information about time and place 
• Group of participants 
• Typical procedure and short description of the content 

Next, the agenda can be created with meeting items and tasks. This is done as follows: 

• Select Add entry. The respective author's name will be entered. 
• Specify whether the meeting item is information, a task or a resolution. 
• Assign the meeting item 
  • Assign to individual persons
  • Define a target date
  • Enter persons to be informed
  • Set prioritization
• Attach relevant documents to this meeting item 

When the saved meeting item is saved, participants can comment on it. Every change to the meeting item is automatically logged.

After a meeting item is completed, it is closed by checking it off. 

If the module is used for recurring meetings, users can add, edit or check off meeting items. The existing minutes are always maintained. If tasks remain unfinished, they remain in the minutes and can be discussed again. It is also possible to move tasks to any other minute within the minutes module. So if you have discussed an important point in the team meeting that is also relevant for the management team, simply move it over. You can find this function under the "Move entry to" field.  

A meeting is deleted or archived via the status change in the workflow approval, analogous to the process module.

Rights management

The protocol module is designed for maximum transparency and allows every user to view and edit all minutes as well as meeting content. The access permissions can be set individually for each meeting by the provided rights management. This setting is done by selecting the Protected Minutes button in the site header. Only participants can access protected meetings.

Possible customizations

No mandatory customizations are required in the Minutes module. Additional information is added via the module configuration with further fields.