Meetings

The Meetings tile supports pre-shift meetings, toolbox talks, and other structured group communications that need to be documented and auditable.

How meetings work

Admins create meeting series — recurring schedules (shift-based, daily, weekly, or one-off). The system automatically generates meeting instances on the correct schedule. Users check in and complete their fields; the record is stored permanently.

Checking into a meeting (Users)

1. Open the Meetings tile
2. The next upcoming meeting is shown at the top
3. Tap to open it and review any documents or agenda items
4. Mark your attendance — Present, Absent, or Excused
5. Complete any fields assigned to you
6. Submit

Running a meeting (Admins)

Creating a meeting series

1. Open Meetings → tap New Series
2. Set the meeting name and schedule:
   • Shift-based (day shift / night shift)
   • Daily
   • Weekly (pick the day)
   • Single (one-off)
3. Add custom fields to the meeting form — text, checkboxes, dropdowns, numbers, or section headers
4. Configure attendee groups in the Participants tab
5. Save — meeting instances are generated automatically

Virtual meeting link

A meeting series can include a link to a video call (Zoom, Teams, Google Meet, etc.). Set it in the series Settings tab. When a link is configured, a Join Virtual Meeting button appears above the upcoming meeting card for all contributors and attendees.

Managing a live meeting

• View attendance in real time as users check in
• Mark absent or excused for users who haven't checked in
• Add notes or action items during the meeting
• Attach documents (safety sheets, procedures, agendas)

Roll Call Manager

The Roll Call Manager is a unified modal for managing who is on the roll call for a meeting. Open it from the Participants tab in the series detail, or from the invite button on any event card.

The modal shows four sections:

• Contributors — users who can fill in meeting fields and see all submissions
• Attendees — users who check in but don't have contributor access
• Removing — queued removals (tap to undo before saving)
• Available — org members not yet on the roll call

You can promote an attendee to contributor or demote a contributor to attendee from either list. All changes are applied on Save and seeded to future events in the series.

Manual roll call attendees

For people who don't have an app account (contractors, visitors, etc.), admins can add manual attendees directly from the Roll Call Manager. Enter their first name, last name, and company (required) — they appear on the roll call for the meeting record without needing to register. The company field autocompletes from existing company names in your organization.

Manual attendees can be edited after being added — tap the pencil icon on any manual attendee row in the Roll Call Manager to update their name or company. They can also be removed from the same modal. All queued changes are previewed before saving.

Meeting history

All completed meetings are stored and searchable. Each record includes:

• Full attendee list with timestamps
• All field values filled in during the meeting
• Attached documents
• Action items and completion status

Action items

During or after a meeting, admins can add action items — tasks with owners and due dates. Action items appear in the meeting record and can be marked complete.

Pending Actions Review panel

Admins can enable a Pending Actions Review panel on a per-series basis. When enabled, the panel appears in the series Fields tab and lists all contributors and attendees with their currently open pending actions.

From inside the panel, admins can:

• Complete an action inline (with a completion note and optional photos)
• Delegate an action to another user

This lets the meeting serve as a checkpoint for outstanding work without leaving the meeting screen.

Meeting summary email

Each meeting series can send an automatic summary email when a meeting closes. The email lists all attendees, their status (Present / Absent / Excused), and any completed field values.

Enabling per series: Open the series → Settings tab → toggle Send summary email on close.

Opting out as a user: Open the gear icon ⚙ from any screen → toggle Meeting summary emails off. You can also unsubscribe using the link in the footer of any summary email you receive.

Batch print

The Print button on a meeting record opens a printable view of one or more events in the series.

• Results are grouped by company, then sorted by name within each company
• Only attendees marked Present are included

AI Summary

Admins can generate AI-written reports from meeting data across one or more series. Summaries can be run on demand or scheduled to run automatically on a weekly, bi-weekly, or monthly basis.

See the full Meeting AI Summary page for setup and usage.

Series Fields tab layout

In the series Fields tab, the content is organized into collapsible sections:

• Fields — custom form fields for the meeting
• Weather — weather integration toggle and settings
• ArcGIS Integrations — per-layer toggles for linked ArcGIS feature layers, with Status Groups and Charts controls inline

Each section can be collapsed to reduce visual noise. Sections with active configuration auto-expand when you open the tab. Weather enable/disable is controlled by the section header toggle.