Editing a meeting

Once you have added a meeting you can edit it at any point.

Go to MEETINGS

Locate the meeting you would like to edit by using the search bar or scrolling through the list.

Once you have found the meeting you would like to edit, press the three dots located on the right-hand side on the meeting listing.

Press ‘Edit’.

This will take you to a tab titled ‘Edit Details’.

You will also see other tabs across the top too.

In this ‘Edit Details’ tab, you can make changes to any of the information you initially added when creating your meeting.

You will can adjust the main ‘Meeting Details’ that you initially added if required:

Change the name of your meeting

Change the start date

Edit your start and end time if required and then the new duration in minutes will automatically calculate

Adjust your meeting type if this has changed (either online or in person)

If you are a multi-site practice you can switch where the meeting will take place

Select the room where your meeting will be if this has been moved

Insert any additional categories if required (to create a category, type in a word or phrase and press enter)

You can add or remove staff members in the ‘Attendees’ section if the list of those attending has been updated.

You can also adjust the ‘Further Information’ section.

Add to the agenda of the meeting

Add to any of the relevant notes you have listed

Upload files that relate to the meeting

You can also change the reminder notification period you initially applied or change the status.

Then, save.

The next tab along is labelled ‘Visibility & Owners’.

In the ‘Visibility’ box, you can make the meeting visible to staff members.

You can add individual staff members via their name, in the ‘Staff Members’ section

You can add staff members in bulk via their job roles in the ‘Job Roles’ section. If you want to assign visibility to everyone, select the ‘All staff’ option

You can add staff members in bulk via their teams in the ‘Teams’ section.

If you want your staff members to be notified that they have been added as a viewer, ensure you tick the box next to ‘Notify new Viewers’.

In the ‘Owners’ box, you can add staff members as owners, which will grant them editing permission for this specific meeting only. They will be able to edit the details of this meeting.

You can add individual staff members via their name, in the ‘Staff Members’ section

You can add in bulk via their job roles in the ‘Job Roles’ section. If you want to assign everyone, select the ‘All staff’ option

If you want your staff members to be notified of their addition to the meeting as an owner, ensure you tick the box next to ‘Notify new Owners’.

Then, save.

The next tab is titled ‘Actions’.

You can add actions relating to your meeting in this section.

This could be actions that need to take place in preparation for the meeting, or actions that need to be completed after the meeting.

To add an action, press ‘+ Add Action’ in the box on the right-hand side of the page.

Firstly:

Add a description

Add the details of the action

Set a due date

Select which staff members you would like to be assigned to this action either by their name or in bulk via their job roles.

Input the status of the action.

Incomplete means that this action has not yet been completed

Partially Complete means that part of the action may have been completed but there is further action still to finish

Complete means that the action has already taken place (perhaps you are inputting it here for record keeping purposes)

Then add any notes or upload any files that are relevant to this action.

Finally, press the save button.

Your saved action will be available in the ‘Actions’ tab, where you can edit it at any time.

Staff members who are assigned to the action, will be able to press ‘Manage’.

This page is where details of the action can be viewed alongside any history notes.

On the right-hand side there is a box titled ‘Manage this Action’.

Once an action has been completed, or if anything has taken place in relation to the action that requires you to record an update, it can be added here:

Any notes can be written in the ‘Notes’ box

Supporting files can be uploaded

The status of the action can be changed from ‘Incomplete’ to either ‘Partially Complete’, or if the action has been fully completed, ‘Complete’

Make sure any information added in this box is saved once recorded.

Once changes have been saved, you can use the ‘Actions’ box above to navigate back to the ‘Actions’ tab.

You can utilise the ‘Advanced search’ feature on this page to filter between the status of actions.

You can also export a report of results.

The next tab is the ‘Linked Items’ tab. Anything you link to this meeting will be displayed here.

On the right-hand side, you will see an ‘Actions’ box.

If you press the ‘+ Add Linked Item’ option, you can choose from the drop down selection what you would like to link to your meeting.

Once you have chosen the type of linked item you wish to add, you can search for the specific item.

Then press ‘Save’.

Your linked item will now be displayed in the ‘Linked Items’ tab.

If you press the ‘+ Add as Evidence’ button, you can link your meeting as CQC evidence, if you are using the Compliance Package.

Choose the areas in which you would like this meeting to be added to and add any notes.

Set an expiry date if you wish and then press ‘Save’.

You will now be able to see which CQC sections your meeting is added to in the ‘Linked Items’ tab.

The ‘Post Meeting Details’ tab is where you can add any information or details following the meeting, such as minutes, documentation, and an attendee record.

Finally there is the ‘Change Log’ tab.

Any information regarding changes to your meeting will be stored here. You can see details of what has changed, along with the user who made that change and the date and time of the change.

If you would like to see an overview of information regarding your meeting, go to the ‘Overview’ tab.