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

On mobile, swipe left or right on an open meeting event to move to the previous or next event in the series without returning to the series list.

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

The admin who creates a series is automatically added as a roll call contributor. In the series Settings tab, admins can also configure how long after the scheduled start time a recurring meeting auto-closes — anywhere from 1 to 23 hours (default 3). The series page header shows this at a glance as an Auto-closure pill next to the Meeting Status and Frequency pills — it reads "Manual only" for Single (one-time) series, since those are always completed manually rather than on a timer.

A field can be marked Prepopulate from previous instance when creating or editing it. When a new meeting event opens, that field is seeded with the value from the previous event, marked with a purple (carryover from MMM DD, YYYY entry) label until it's edited.

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.

Next to it, an Add to Calendar button downloads a .ics file matching the series' actual recurring schedule — not just the current occurrence — so opening it in Outlook, Google Calendar, or Apple Calendar adds the whole recurring meeting with the video link included. Shift-based (day/night) series get two separate downloads, one per shift, since each runs on its own independent daily schedule.

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)

Checking a roll call member's attendance updates instantly with no page reload — the save happens quietly in the background a moment later, so checking off a long roll call doesn't interrupt you between taps.

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 take effect immediately on any already-generated events that are still open, as well as on future events the series generates going forward. If a removed participant's account is deleted, they're dropped from all open events right away rather than lingering on records already in progress.

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

Use the Older / Newer buttons on a meeting record to page through history one event at a time, including records further back than the most recently generated events.

Meeting series search

From the series Events tab, use the search field to search field values across the last 100 completed events in that series. Results are grouped by meeting date, with the matching keyword highlighted in context. Tap a result to jump directly to that event.

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 includes:

• Full meeting minutes in the same order as the field builder, including nested section children
• Roll call attendance grouped by company, with each attendee's status (Present / Absent / Excused)
• Any field attachments, shown inline directly below the field they belong to — fields with an attachment but no text value are still included
• Well documentation (activity log notes and file uploads) linked to the meeting, with direct download links for each file
• ArcGIS status changes and chart summaries where a series has ArcGIS integrations configured, including SVG chart images for progress ring, bar, donut, and line/area charts
• A divider line separating section content from any top-level fields that follow

Attachment links in the email open the document viewer directly when clicked.

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

You can also select multiple events in the series and download all of their attachments together as a single bulk download, instead of printing.

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. The location shown in weather cards is set org-wide in Site Configuration → Weather (see Organization 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.

Chart cards can be reordered using the ▲/▼ buttons on each card. When only one ArcGIS integration is linked to the series, the chart list and edit view show a note explaining that the layer isn't selectable (there's nothing to choose between).