Create a meeting or talk

The registration of a meeting or talk in Smart OSH consists of several steps: the main registration, the attendees, the agenda, and, optionally, the agreements and the frequency of future meetings.

Steps to create a meeting/talk

1. Go to Leadership and employee participation → Meetings and talks and click New.
2. Fill in the general meeting details.
3. Provide a scope in the Scope tab.
4. Assign the attendees who should attend.
5. Define the agenda to be discussed.
6. Click Save.

Caution

The mandatory fields are: Category, Title, Date, From time and Responsible. Fields marked with an asterisk are also mandatory. Filling in the scope is not mandatory but recommended.

Tip

It is recommended that the registration of a meeting/talk (general data, attendees, agendas, agreements…) is not completed by more than one person simultaneously, to avoid data conflicts.

Important aspects to consider

• The Meeting/Talk Minutes report is generated automatically when the minutes email is sent to the attendees.
• When all attendees have signed the minutes, the programme sends a new email with the document signed by everyone as an acknowledgement of receipt.
• Any closed agenda item will not be included in the next automatically generated meeting.
• Any closed agreement will not be included in the next automatically generated meeting.
• To notify attendees of the call, you can choose between: manual sending of the call email or the automatic reminder email (configurable).

Fields appearing in each email

Email type	Fields appearing
Call	Attendee name in the greeting, title Meeting, meeting code and title, date, time, description, location, attendees, agenda, Smart OSH access link.
Call reminder	Attendee name in the greeting, title Meeting/Talk Call, meeting code and title, date, location, time.
Meeting minutes	Attendee name in the greeting, title Meeting Minutes, meeting code and title, date, time, link to the document to accept/sign, link to attached documents.

Assign attendees

Attendees registered in Smart OSH

1. Access the meeting and go to the Attendees tab.
2. Click Assign attendees.
3. Select the employees you want to invite and click Accept.
4. Click Save.

Tip

You can assign multiple employees as attendees in the same action.

Unregistered attendees (free)

If you need to invite someone not registered in Smart OSH:

1. Access the meeting and go to the Attendees tab.
2. Click New.
3. Fill in the details of the unregistered attendee and click Accept.
4. Click Save on the meeting detail screen.

Register the agenda

1. Access the meeting and go to the Agenda tab.
2. Click New.
3. Fill in the details of the item to be discussed and click Accept.
4. Click Save.

Note

The Order field indicates the position in which the record will appear. By default, the programme fills it in according to the order of entry.

Register agreements

You have two ways to register an agreement:

From the «Agenda» tab

1. Access the Agenda tab and enter the item to which you want to add the agreement.
2. Click New.
3. Fill in the Title and Observations of the agreement.
4. Click Accept on the agreement screen, Accept on the agenda screen, and Save on the main screen.

From the «Agreements» tab

1. Access the Agreements tab and click New.
2. Select the Agenda item it depends on and fill in Title and Observations.
3. Click Accept and then Save.

Indicate the frequency

If the meeting repeats at certain intervals, you can configure the frequency:

1. Access the meeting and fill in the Frequency for generation and Interval fields.
2. Click Accept.

Note

• The programme automatically calculates the Next meeting/talk date from the Date field.
• For the next meeting to actually be created, you must execute the Create next meeting/talk operation from the management tab.

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Source: M-SO-20-12-01 «User manual – Leadership and employee participation», version 1, 08/09/2020.