Module Generator: Basic function of the minutes module

Purpose of the Module

The purpose of protocol modules is to organize, document, and track meetings.

Workflow

Preparation: Create Agenda

To prepare for the meeting, you create a central agenda that all participants can view and add to interactively.

During the Meeting

During the meeting, decisions are recorded in a running list, and work items are defined and assigned. This eliminates the need for time-consuming follow-up work.

After the Meeting: Follow-up

For follow-up, the module gives you a clear overview of completed and open tasks and measures. You can view the content of past meetings at any time – so no information is lost.

Module Elements

Create a Meeting

When you create a meeting, you enter its basic data. This includes:

• Meeting name
• Date, time, and location
• Participants
• Typical course and brief description of the content

Fill Agenda with Meeting Items

Next, you can add meeting items and tasks to the agenda:

1. Select Add Entry. The author is automatically recorded.
2. Define whether the meeting item is an Information, a Task, or a Decision.
3. Configure the meeting item:
   • Assign to individual people
   • Define a Target Date
   • Enter People to be Informed
   • Set Priority
4. Attach relevant documents to the meeting item

Edit Meeting Items

Once a meeting item is saved, participants can comment on it. Every change is automatically recorded.

When you have completed a meeting item, you close it by checking it off.

Move Meeting Items (for Recurring Meetings)

If you use the module for recurring meetings, items can be added, edited, or checked off. The existing protocol is continued. Uncompleted tasks remain in the protocol and can be discussed again.

You can move protocol items to any other protocol within the Protocol module – for example, if a point from your team meeting needs to be passed on to the leadership circle. You'll find this function under Move Entry to. This applies to all tasks within a module.

Close a Meeting

A meeting is deleted or archived – just like in the Process module – by changing its status in the Approval workflow.

Rights Management

The Protocol module is designed for maximum transparency: by default, every user can view and edit all protocols and meeting content.

You can set access permissions individually for each meeting. To do this, select the Protected Protocol button in the page header. For protected meetings, only the participants can access them.

Possible Customizations

No mandatory customizations are required in the Protocol module. Additional information can be added via the module configuration with additional fields.