Calls, minutes and reminders

Smart OSH allows you to manage all communications associated with a meeting or talk: the invitation, automatic reminders, and sending the minutes.

Send the meeting/talk invitation

1. Go to Leadership and employee participation → Meetings and talks.
2. Select the meeting and click Operations → Send meeting/talk invitation now.

Tip

This operation is also available from within the meeting/talk itself.

Note

• If any attendee does not have an email, the programme will inform you.
• Attendees not integrated into the company (freely registered) also receive the email.
• The email is sent at the exact moment the operation is executed.
• Even if Description, Location or Agenda are not completed, these fields appear in the email content (blank if no data).
• Attachments added to the meeting are not sent in this invitation email.
• Freely registered attendees receive the same email as the rest, but without the Smart OSH access section.

Programme notifications when sending the invitation

When executing the operation, the programme may show you:

• Changes saved successfully: pending changes have been saved automatically.
• Invitation sent: the invitation has been sent successfully to the attendees.
• Invitation not sent: one or more attendees do not have an email completed and have not received the invitation.

Send the meeting/talk minutes emails

1. Go to Leadership and employee participation → Meetings and talks.
2. Select the meeting and click Operations → Send all meeting/talk minutes emails now.

Tip

This operation is also available from within the meeting/talk itself.

Note

• If any attendee does not have an email, the programme will inform you.
• Attendees not integrated into the company also receive the email.
• The email is sent at the exact moment the operation is executed.
• Only attendees who have attended the meeting receive it.
• Attachments added to the meeting are included in this email.
• Freely registered attendees receive the email without the «Documents to sign» section: instead, they receive a link to the minutes within the Attached documents section.

Programme notifications when sending the minutes

• Changes saved successfully: pending changes have been saved automatically.
• Minutes sent: the minutes emails have been sent successfully to the attendees.
• Minutes not sent: one or more attendees do not have an email completed and have not received the minutes.

Configure the automatic reminder email

The reminder email is sent automatically without needing to execute any operation, provided the advance notice has been configured.

1. Go to Leadership and employee participation → Meetings and talks.
2. Enter the meeting and open the Configuration options tab.
3. Enter the number of hours in Reminder advance notice (in hours).
4. Click Save.

Note

Example: if the meeting is at 09:00 and you configure an advance notice of 24 hours, the programme will send a reminder 24 hours before (09:00 the previous day) and another 12 hours before (21:00). If the meeting falls on a Monday, the reminder will be sent on Sunday.

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