# Meeting

## Overview <a href="#overview" id="overview"></a>

The Meeting Reference Type is a Library Item used for creating and storing meeting notes and action items for future or past meetings.

{% hint style="info" %}
Meetings are used for general meetings. For emergency management related meetings, use the [Briefing and Handover](https://docs.cw.crisisworks.com/modules/operations/information/briefing-or-handover) Information item instead.
{% endhint %}

With security permissions, it is possible to create a workspace in which access to meeting notes can be secured to particular groups of users. Communication Managers can share meeting notes using the [Communications](https://docs.cw.crisisworks.com/modules/communication) system.

You'll need to set the [Reference Type](https://docs.cw.crisisworks.com/modules/library/..#reference-type) to Meeting in order to use this type.

Meetings record the Topic, Time and Date, Agenda, Attachments and Notes. The [settings](#settings) contain useful fields to help prompt capture of the relevant meeting information.

Refer to the register guide for further instructions:

{% content-ref url="" %}
[](https://docs.cw.crisisworks.com/modules/library)
{% endcontent-ref %}

## Settings <a href="#settings" id="settings"></a>

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FhdEotV4v7tBZ2PHTGnnM%2Fimage.png?alt=media&#x26;token=7e7a0c2e-179a-411e-9be6-ab2ab4c4b9b1" alt="Screenshot of New Library Item for Meeting filled with details for a committee meeting"><figcaption><p>Example of a Meeting Library Item for a Committee Meeting</p></figcaption></figure>

The Meeting Library Item is split into two sections:

* Agenda - which covers the main details of the meeting
* Meeting Notes - which records who was and wasn't present along with any minutes and action items

### Agenda <a href="#agenda" id="agenda"></a>

#### Topic <a href="#topic" id="topic"></a>

Use this field to record the topic of (or reason for) the meeting. This is useful for finding it in lists. This field is required to be filled in.

#### Meeting Start Date and Time <a href="#meeting-start-date-and-time" id="meeting-start-date-and-time"></a>

Use this field to record the Start Date and Time for the meeting with the [date selection field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates) provided.&#x20;

This can be a future date if it is an upcoming meeting. If the meeting has already been held, then make sure this date and time reflects the actual date and time when the meeting was held.

#### Agenda

Use this field to outline what is to be discussed in the meeting with the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) provided.

You can include bullet point lists or tables to outline your agenda items.

#### Business Papers <a href="#business-papers" id="business-papers"></a>

Use this field to add one or more file attachments using the [file attachment](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#attaching-files) field provided. These can be papers that are to be discussed in the meetings.

### Meeting Notes

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F9Z5JqOPH3A8XnAB0uRJr%2Fimage.png?alt=media&#x26;token=5d31c2cd-3a7d-4000-ae48-5e15c138121a" alt="Screenshot of the Meeting Notes section" width="563"><figcaption><p>Meeting Notes section</p></figcaption></figure>

#### Present <a href="#present" id="present"></a>

Use this field to record the names of people who were present in the meeting

#### Absent <a href="#absent" id="absent"></a>

Use this field to record the names of people who were supposed to attend but were absent.

#### Review of Previous Minutes <a href="#review-of-previous-minutes" id="review-of-previous-minutes"></a>

Use the [rich text](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) field provided to record a detailed review of the previous meeting minutes noting down any inaccuracies.

#### Meeting Notes <a href="#meeting-notes" id="meeting-notes"></a>

Use the [rich text](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) field provided to record detailed meeting minutes, discussion topics and notes.

#### Resolutions and Action Items <a href="#resolutions-and-action-items" id="resolutions-and-action-items"></a>

Use the [rich text](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) field provided to record detailed meeting notes of any resolutions and action items.

You may wish to create [Requests](https://docs.cw.crisisworks.com/modules/operations/requests), [Request Tasks](https://docs.cw.crisisworks.com/modules/operations/requests/request-tasks) or [Needs & Tasks](https://docs.cw.crisisworks.com/modules/recovery/needs-and-tasks) to record and assign action items.

#### Date and time of next meeting <a href="#date-and-time-of-next-meeting" id="date-and-time-of-next-meeting"></a>

Use this field to record the date and time for the next with the [date selection field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates) provided.&#x20;

#### Meeting closed time <a href="#meeting-closed-time" id="meeting-closed-time"></a>

Use this field to record the date and time that the meeting closed with the [date selection field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates) provided.&#x20;

### Details <a href="#details" id="details"></a>

#### Reference Type

This field should be set to *Meeting* prior to changing any other settings. Document is the default for this field.

#### Is Featured

If you have the required permissions, you can promote this document to the [Dashboard](https://docs.cw.crisisworks.com/modules/dashboard) by placing a tick in this checkbox.