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Step 08: Calendar on Gestiona
To access the Meeting Schedule, click on the icon indicated below:
Quattrus will open the Calendar screen.
On the upper left corner you will see the smaller calendar, and just below it you can configure which meeting types will appear on the schedule.
By default, all of them will be selected. To hide a meeting type, just click on the meeting you want to hide and it will become hatched, as shown below:
To register a new Meeting, simply click on the desired day. A window will open to Add the Event.
- Title: Define the name of the meeting.
- Leader: Choose the Leader of the results meeting.
- When: Set the meeting time.
- Where: Register the location where the meeting will take place.
- Start: Insert the start date and time of the results meeting.
- End: Insert the end date and time of the results meeting.
- Meeting Type/Calendar: Select whether the event will be a RM (Results Meeting), MM (Monitoring Meeting), Support Meeting, Training, General or Feedback.
After entering all the information click Save to add the event.
Click on the desired event.
To view more options for the event, click on Change Settings.
The system will take you to the Change Event screen.
Event Tab
By default, the meeting leader and their subordinates are selected as participants. To invite more people, simply write the name of the desired user in the “Add Guest” field.
Also on this screen, we can select whether an e-mail will be sent to alert members about the meeting.
IMPORTANT:
Sending invitation emails requires the Task Monitor enabled. If you do not have this feature enabled, please consult your Administrator, Facilitator, Consultant or Quattrus Support..
You can set the meeting to Completed by selecting the date in the Date Conducted field. You can also include a description for the Meeting and attach files.
Pending Tab
In this tab you can add actions that are defined during the meeting and delegate them directly to the responsible users.
Select the priority for the pending item, register the action to be executed, the reason, how or where it should be done, who will be responsible for the pending item, the start/end date of the action, and enter the estimated value for its execution in case it has a cost.
The actions that are registered in the requests tab will appear in the list of pending actions of each person responsible so that he/she can follow up on them.
When finished, the person responsible should set the pending action as completed.
Members Tab
If a participant cannot attend the meeting, you can arrange to register a substitute for the user.
Meeting Minutes Tab
The Minutes option is for recording the meeting agenda, decisions, or policies that are defined during the meeting.
The Meeting Leader or its Facilitator can write the Meeting Minutes, the other participants may only consult the Minutes.
