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Create a Meeting Template

Objective

To create custom meeting templates for use with the project's Meetings tool.

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the company's Admin tool. 
  • Supported Fields:
    You can create meeting templates that include the following fields:
    • Meeting Name (This field is required)
    • Overview
    • Attachments
    • Private Meeting
    • Meeting Categories
    • Meeting Items
      • Title
      • Topic #
      • Category
      • Description
      • Attachment
      • Priority
  • Additional Information:
    • It is recommended that you do NOT include p​​​​roject-specific information on a meeting template, as the template you create will be made available to users in the Meetings tool across all of your company's projects.
    • After you save a new meeting template, it becomes available to users with sufficient permissions as a selection in the project's Meetings tool. See Create a Meeting from a Template
  • Supported Platforms:
    • Procore Web

Background

Configuring meeting templates at the company level is the simplest way to create meeting agendas, as it helps your organization develop common meeting templates that work well for your project teams. It also limits the amount of repetitive data entry for members of your project team, by minimizing the need to completely re-enter a new agenda each week. Once your company's meeting templates are created using the Steps below, project team members can use the project's Meetings tool to Create a Meeting from a Template.

Workflow

Click a box below to view the related tutorial. 

Steps

  1. Navigate to the company's Admin tool.
    This reveals the Company Settings page. 
  2. In the right pane under 'Administrative Settings', click Meeting Template Configuration.
    This reveals the 'Meeting Templates' page. 
  3. Click Create Meeting Template.



    This opens the New Meeting Template page.
  4. In the New Meeting Template page, do the following:


     
    • ​​​​​Meeting Name: Type a name, title, or descriptive subject line for the meeting.

    • Private Meeting: Mark this checkbox so that the meeting is only visible to invitees and users with 'Admin' level permissions to the Meetings tool. 

    • Overview: Enter a meeting summary or description. You can use the controls in the formatting toolbar to format your overview. 

    • Attachments. Attach any relevant files. You have these options:

      • Click Attach File(s) and then choose the appropriate option from the shortcut menu that appears.
        OR
      • Use a drag-and-drop operation to move files from your computer into the grey Drag and Drop File(s) box.
  5. Click Create & Proceed to Agenda.
    This creates a new meeting template and places it in edit mode. 
  6. Under the Meeting Agenda area, customize the following for your meeting template: 
    1. Add a Category to a Meeting Template:
      1. Click +Create Category.
        This reveals the Add a Category window.
      2. Enter a Category Name
        For example, type: Opening Business
      3. Click Create.
        The system adds your new category to the top of the Meeting Agenda list. 
    2. Add a Meeting Item to a Category in a Meeting Template:
      1. In the desired category, click +Add Item.
        This reveals the Add a Meeting item window. 
      2. Enter a Title for the item.
        For example, type: Attendance/Roll Call
      3. Select Low, Medium, or High from the Priority list. 
      4. Ensure the desired category is selected in the Category list. 
      5. Enter any desired information or instructions in the Description field. 
      6. In the Attachments field, add any desired attachments by clicking the Attach File(s) link or by moving any files from your computer to the Drag and Drop File(s) area. 
      7. Choose from these options:
        • To save the meeting item without creating another, click Save
          OR
        • To save the meeting item and create another item, click Save & Create Another. Repeat the steps above to add another meeting item. 
    3. Reorder Meeting Categories and Items in a Meeting Template
      1. Grab the hamburger (≡) button next to the meeting item or category.
      2. Use a drag-and-drop operation to move the item or category to the desired position.
  7. When you have finished creating your meeting template, click Done
    The system creates a new meeting template.



    The template will be now be available to users as a drop-down menu selection on the project. See Create a New Meeting from a Template
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