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Procore (en-CA)

Create a Follow-up Meeting

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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 Create 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 discussion and resolve any open items (e.g., an OAC Meeting, a Safety Meeting and so on). 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Meetings tool.
  • 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. 
    • The 'Meeting #' on follow-up meetings cannot be edited. 

Prerequisites

Steps

Create a Follow-up Meeting from a Meeting's 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.
    create-follow-up-meeting-from-meeting-view-page.png
    Notes: 
    • See Edit a Meeting for the 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 Meeting Agendas/Minutes Page

  1. Navigate to the project's Meetings tool.
    This reveals the Meeting Agendas/Minutes page. 
  2. Locate the desired meeting in the list.
  3. Click the Follow-up button.
    Notes:
    • The Follow-up button is only available when a meeting is in the Minutes mode, as pictured below. See Convert a Meeting from Agenda to Minutes Mode.
      meeting-in-minutes-mode.png
       
    • If you have multiple meetings with the same name (e.g., Weekly Construction Progress Meeting), as pictured below, be aware of the following:
      • The Follow-up is only available when all of the meetings are in the Minutes mode. As shown below, if one or more meetings are NOT in the Minutes state, no button appears. Instead, click View next to the desired meeting. Then follow the steps in Create a Follow-up Meeting from a Meetings View Page above.

        no-follow-up-agenda.png
         
      • If all of the meetings are in the Minutes mode, clicking the button creates a follow-up meeting for the latest meeting in the series. 
        create-follow-up-meeting.png
         
  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.
    Tip! Always be sure to update the Meeting Date and Due Dates in the new follow up meeting. 
  5. When you have finished your edits, click the Meeting tab and then click Update.
    A 'Meeting Successfully Updated' banner appears. 

See Also