Articles on: Meetings & protocols
This article is also available in:

Creating a meeting


The visibility & permissions of meetings and session content are described in the following article: Visibilities & authorizations of meetings & protocols.


Create a new meeting

A new meeting can be created directly in the project under meetings or via the menu navigation. In the session creation form, you can now enter the general session information, define the organization, add the participants and edit the options.




The following information can be filled out in the session creation form:

  1. A title can be entered here and the categories for the meeting can be selected. The categories Categories are used for thematic categorization and filtering.
  2. A Meeting type is selected in the general information and the date, time, duration of the meeting, location and room are specified. The meeting type is used to determine the type of meeting (e.g. Planner meeting) and controls stored agenda items and minutes templates.
  3. The Meeting organizer and, if necessary, other organizers are defined under Organization. Persons who are entered here can administer the meeting and edit meeting information.
  4. The participants of the meeting are selected under Participants. Excused participants are only added shortly before execution so that the attendance list is kept correctly. The additional distribution list is used for people who receive the final protocol for information but do not attend. Contact groups or entire teams can be used to quickly select participants.
  5. A meeting can be defined as a target date (milestone) and thus appears as a milestone in the Task planning.
  6. The session creation is completed with "Save".




The following image shows a completed example session.




Sending a meeting appointment with Outlook

After saving, the meeting date can be linked to Outlook or another calendar program. This means that the participants are also invited directly via Outlook and the appointment is entered in the calendar.



The appointment can also be sent later via the meeting options. You can either download the appointment file or send the appointment directly via Outlook Online.



Click on Send appointment to confirm the selection.



An Outlook appointment is now created and downloaded. Click on the downloaded file.


Opening ics files is not yet supported in the new Outlook. This file type should therefore be opened with Outlook and not Outlook (new).



The meeting is now opened as an Outlook appointment, which can be customized and sent. The project title of the respective project can be seen in the invitation text.


Please note: the contact buildagil - Events must never be deleted from the recipient list in the Outlook appointment!


If the date or session duration is adjusted in Outlook, the adjustment is automatically synchronized with buildagil.



In Outlook 2016, the formatting is automatically set to "Text only", this must be changed manually to "HTML" for the links to work.



Create follow-up appointment

To avoid having to enter all the information again, you have the option of creating a follow-up appointment. To do this, select the meeting from which a follow-up appointment is to be created and open it. Now click on Create follow-up appointment in the options.



A new window will now open with the new appointment. You only need to fill in date/time or make additional entries.

The number in the session title is automatically increased by one. After all adjustments have been made, the appointment can be created via Save.



Create multiple follow-up appointments

If several follow-up appointments are to be created at once, you can proceed as follows.

Click on ... under Create follow-up appointment.



Then select the time intervals for the appointments and confirm with Next.



Then enter the number of follow-up appointments to be created and confirm with Create appointments.



All created meetings will now open in the tab. The individual meetings can be edited again here and saved with Save.



Each appointment can then be created with Outlook linked. With OK the meeting is created without a link to Outlook.



The meetings can now be displayed in the overview.



Procedure for recurring meetings

You cannot create recurring appointments in buildagil as you can in Outlook. If the appointment series are to be managed in Outlook anyway, the following procedure is recommended for recurring meetings.


First, the appointment series should be created in Outlook. This serves as a time blocker for the participants. A new meeting can then be created in buildagil as the basis for the appointment series.

The required meetings can then be created with Create follow-up appointment. The content of these meetings is still empty and only the organizer is added as a participant for the time being.

As the meeting approaches, the final participants and Meeting contents can be added. The meeting is then sent to the participants with Inform participants.


To ensure that the Tasks & topics are not mixed up during session preparation, a separate Meeting type should be used for each session series if possible.


This method makes it possible to react flexibly to changes in the content and participants of the meetings, while at the same time providing participants with a series appointment as a time blocker.


Troubleshooting appointment invitations for the Mac mail program

It can happen that Mac users receive appointment invitations as "winmail.dat" (in the Mac mail program) instead of as an .ics file. This file cannot be read in the Mac mail program.

This discrepancy is often due to the configuration of the sender's and recipient's mail servers.


The following solutions are possible:

  • Change mail format to "HTML" or "Text only



  • Check whether the appointment is correctly received by a Mac user in your own company (if possible)
  • Try to send the appointment invitation to an Outlook account on the Mac
  • Check the app settings for receiving emails


Series dates


Updated on: 15/09/2025