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Create a Follow-up Meeting

Objective

To create a follow-up meeting based on an existing meeting that already took place. 

Background

In Procore, you can create follow-up meetings when you want to discuss recurring topics or previous meeting topics that were not closed on in an earlier meeting. When you create a follow-up meeting, the system copies the source meeting into the new follow-up meeting.

Creating a follow-up meeting is useful for these situations:

  • When You Need to Create Recurring Meetings. For example, meetings that occur on a regular basis with set agenda items each time (e.g., Pre-Construction Meeting, Daily Project Meeting, Weekly Construction Progress Meeting, and so on).
  • When You Need to Creat Follow Up Meetings. For example, suppose that time ran short on a previous meeting. Now, you need to create a follow-up meeting so the attendees can continue the discuss and resolve any open items (e.g., an OAC Meeting, a Safety Meeting, and so on). 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the project's Meetings tool.
  • Prerequisites:
  • Additional Information:
    • The new meeting's title, time, location, and overview sections will default to the information from the meeting the Follow-Up is based on.
    • All fields can be edited in a follow-up meeting except for the title of the meeting.
    • Any "Open" or "On Hold" business items on the source meeting will be copied to the new follow-up meeting. To prevent a business item from carrying over to a follow-up meeting, make sure that the status of the item is set to the  'Closed' status. 

Steps

There are two ways you can create a follow-up meeting. You can either create the follow-up meeting directly from the first meeting, or you can create a follow-up meeting from the Create a Meeting page.

Create a Follow-up Meeting from the Meeting View Page

  1. Navigate to the project's Meetings tool.
    This reveals the Meeting Agendas/Minutes page. 
  2. Locate the desire meeting. Then click Edit
  3. In the right pane, click Follow-up Meeting.



    Notes
    • See Edit a Meeting for next steps.
    • If you would like to change the name of the meeting sequence, save your changes to the follow-up meeting, navigate back to the Meeting log, and click Edit next to one of the meetings.
    • The meeting will have to be in minutes mode to create a follow-up meeting for it.

Create a Follow-up Meeting from the Meetings Log Page

  1. Navigate to the project's Meetings tool.
    This reveals the Meeting Agendas/Minutes page. 
  2. In the right pane, click Create Meeting
    This reveals the Create a New Meeting page. 
  3. Under the 'Pick an Option' area in the 'Create a Follow-Up Meeting Based On' column, click a link that corresponds to the previous meeting (a.k.a., the source meeting) from which you want to create a follow-up.
    Note: To display on this page, the meeting must be converted to minutes mode. See Convert a Meeting from Agenda to Minutes Mode.




    The system creates a new meeting with the same title as the source meeting. It also automatically increments the meeting to the next number. For example, if your source meeting is #1, the new follow-up meeting is #2. 


     
  4. Edit the new follow-up meeting as desired. The options are similar to when you create a meeting. See Create a Meeting and Edit a Meeting.
  5. When you have finished your edits, click the Meeting tab and then click Update.
    A 'Meeting Successfully Updated' banner appears. 
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Last modified
14:14, 16 Mar 2017

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