Schedule Meeting on Gestiona

Administrative Panel with the necessary permissions, it will be possible to schedule meetings for all Users that the administrator has access to, not just their subordinates. Register Result Meetings, Monitoring, Support Meetings, Training, Feedback, or General Meetings.

In this article, we will see:

How to Schedule a Meeting
Overview
Menu

How to Schedule a Meeting

Click on the icon indicated below:

When the calendar screen opens, on the left panel, you will see the calendar thumbnail and the types of meetings.

You will notice that the types of meetings have different colours; for each type of meeting, the corresponding colour will appear on the calendar.

Note: For meetings that are not held, the meeting type colour on the calendar will appear in red.

To schedule a new meeting, simply click on the desired day, and a window will open:

Fill in the meeting title, leader, location, start and end time, and then the type of meeting. Then click Save.

For additional information, click on “Change Details…”. A screen with four tabs (Event, Pending Items, Participants, and Minutes) will open. Scroll down to learn more about each topic:

Event

On this screen, we can change the basic information of the meeting, such as: title, leader, location, and period. After holding the meeting, indicate the date in the Date Held field.

In the Description, the meeting organiser can add a brief descriptive note about the meeting. You can also change the Meeting Type and Attach Files; here, it will be possible to attach the Meeting Minutes, for example.

IMPORTANT:

Attached files must be no larger than 2MB. Allowed extensions: .doc; .docx; .xls; .xlsx; .pdf; or .txt.

The Add Participants field will be automatically filled with the subordinates of the meeting leader, and in this field, you can change or add ICG users who are subordinates of the leader.

For other users who are not subordinates, you should use the Add Guest field, which is located just below.

Also on this screen, we can select whether an email will be sent to alert about the meeting, and it will also be possible to Cancel the Meeting, if necessary, and enter the reason for the cancellation.

IMPORTANT:

Sending invitation emails requires the Task Monitor to be enabled. If you do not have this feature enabled, consult your Administrator, Facilitator, Consultant, or Qualitin Support.

Don’t forget to save when you finish.

Pending Issues

When you click on the Pending Items tab, you should see a screen like the one below:

You can add the tasks that were assigned to each participant in the meeting. To do this, simply fill in the details and click the + button.

After that, the pending item should appear listed as shown in the image below:

The tasks added for the users will appear in the Pending Actions list located in each user’s GESTIONA. They can also be viewed in the Tasks icon in the menu of your dashboard.

Don’t forget to save when you finish.

Participants

In this tab, the meeting organiser can mark the users who attended the meeting, and if someone was replaced, list who replaced them.

To mark who attended, simply tick the box in the participation column. If that user did not attend, just untick the box and write in the field next to it who replaced them.

These users are displayed according to the list of participants defined in the event tab, as seen previously.

Don’t forget to save when you finish.

The minutes tab provides a rich text tool with various features, allowing the creation of the document without the need to attach any file to GESTIONA.

Just like the meeting leader, users with an administrator profile will also be able to write/edit the minutes. Other participants will only be able to view them.

To learn how to view the Minutes, refer to the article Meeting Schedule: Viewing the Minutes.

Don’t forget to save when you finish.

Overview

After registering the events in your schedule, you will be able to see everything that has been created in the calendar, also noting that each type of meeting is colour-coded accordingly, as shown below:

You can filter what will be displayed from the menu on the left side of the calendar, selecting what will or will not be shown.
Notice that in the image below, the training sessions are not displayed on the calendar.