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Managing meetings in Incident
Who is this article for?Administrators and Managers who want to learn how to manage meetings.
Administrator permissions are required to follow some of these steps.
This article details how to use the Meetings feature in Lucidity Incident. It is primarily intended for Administrators and Managers who want to learn how to get started with this functionality. The guide covers key aspects such as adding new meetings, editing and deleting existing meetings, and generating reports from the Meetings page.
1. Meetings/Other
Where possible, it is recommended Lucidity InForm is used in place of this section. This will allow for much more flexibility with recording of meeting notes.
The Meetings tab can be used to record meetings and other similar events. This then allows the outcomes of the meetings to be captured within the action management system. Meetings can be classified according to a category and sub-category and against the organisation structure. Attendees can be recorded and the minutes attached.
In the Meetings/Other tab of Lucidity Incident, users can, depending on their role:
- Add, edit and delete meeting details.
- Print individual meeting details.
- Report on meetings in Excel format.
2. Add New Meeting
Video: Add New Meeting
To add a new meeting, from the Meeting page:
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Click Add New.
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Complete the fields.
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The details captured for each entry may vary slightly between each system configuration. Fields marked with are mandatory.
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Click Save.
2.1. Definition of Fields
| Field | Description |
|---|---|
| Category - Meeting |
Select the category the meeting relates to For example: client, site etc |
| Subcategory - Meeting |
Select the subcategory the meeting relates to For example: If site is the category, subcategories may be pre-start, toolbox etc |
| Meeting Date | Use the date selector tool to enter the date the meeting was held |
| Organisational Details | Select organisation details as applicable such as division, location, project etc. |
| Entered By | Pre-populated to name of person currently logged in |
| Description | Enter a description of the meeting |
| Comments |
Add any comments to the meeting details
|
| Actions |
Add any actions required as a result of the meeting
|
| Attendees |
Select the names of the employees or people who attended the meeting Select the name of the employee or person from the drop-down list or type their name if it doesn't appear in the list |
| Upload a File |
Upload any files associated with the meeting
Refer to the Uploading Files in Lucidity Modules user guide page for more details. |
2.2. Edit Meetings
Video: Edit and Delete Meetings
To edit a meeting, from the meeting page:
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Use filters to locate the relevant meeting.
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Click Edit on the far right-hand side of the meeting.
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Edit details as required.
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Click Save to save changes and return to the meeting page.
2.3. Delete Meetings
To delete a meeting, from the Meeting page:
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Use filters to locate the relevant meeting.
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Click Actions on the far right-hand side of the meeting.
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Click Delete.
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In the pop-up window that appears, click Delete to confirm.
Note: The action of deleting a meeting cannot be undone. Always use the delete function with caution.
3. Reporting from the Meeting Page
Video: Reporting from the Meetings Page
3.1. Print Meeting Details
To print a PDF of all the meeting details, from the Meeting page:
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Use filters to locate the relevant meeting.
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Click Edit on the far right-hand side of the meeting.
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Click Print at the top of the page.
The PDF will open according to specific browser requirements.
3.2. Excel List Report
To generate a report for a specific group of meetings, from the Meetings page:
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Select the relevant filters.
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Click Filter.
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All results will be displayed at the bottom of the screen.
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Click Excel Export to generate this report into Excel.