Meeting Overview
Benefits of Meetings
The meeting feature in buildagil makes it much easier to execute and take minutes of meetings. Project content is directly linked to the meetings, ensuring that work is always done in the right context. Discussed topics and decisions are seamlessly integrated back into the project and automatically and accurately documented. This creates a consistent flow of information, establishes accountability, and ensures continuity throughout the entire project.
Meeting management, project communication, decision documentation, context linking, information flow
Meeting Agenda
Meetings are divided into different phases, which provide a structured timeline. The phases of a meeting are divided into the following sections: meeting creation, preparation, execution, follow-up, and approval. The meeting overview clearly displays these phases, making it easy to see at any time where the meeting is in the process.
Creation
In this phase, the meeting is created. You fill in the meeting details, specify the meeting type, date, and time, and add the participants. Afterward, the meeting invitation can be sent to the participants so they can add it to their calendars. It is also possible to create a meeting based on past meetings Follow-up appointments. In this case, the agenda items and participants can be automatically carried over, so the information does not need to be re-entered. For more information on creating meetings, see the following article: Creating a Meeting.
Preparation
During the preparation phase, the content and agenda of the meeting are defined to structure the execution of the meeting. To this end, the desired Tasks & Topics are incorporated into the meeting. To distribute important information regarding preparation as well as preparatory tasks, Comments on Preparation can be recorded. Afterward, the preliminary minutes can optionally be sent to the meeting participants. If External Contacts are participants in the meeting, it is recommended to send a draft agenda so that they, too, can engage in preparation for the meeting’s content. Participants who have access to the project can enter their comments and notes as Design Comments and thus engage in preparation for the meeting. One hour before the meeting begins, the meeting enters the execution phase. For more information on preparation for meetings, see the following article: Preparation for Meetings.
Execution
The execution of a meeting begins with a roll call to check participant attendance. Absent participants can be updated on the participant list. The meeting then proceeds according to the prepared agenda. Discussions can be recorded directly in the comment field for the corresponding tasks and topics. Design Comments Items from the preparation phase can be further edited and supplemented here. New comments can also be saved as drafts so that the wording can be refined during rework. If necessary, additional tasks and topics arising from the discussion can be created directly during the meeting.
This approach to meeting protocols offers significant advantages: In addition to automatically generating a PDF of the protocol, all recorded content is transferred directly into the corresponding tasks and topics. This not only creates a complete record of the meeting but also provides a chronological overview of all relevant information within the individual tasks. The comment history clearly shows what was discussed when and in which meeting, as well as any communication that took place in between. The result is seamless, structured documentation that creates transparency, facilitates collaboration, and increases efficiency in information processing. For more information on the execution of meetings, see the following article: Execution of Meetings.
Follow-up
During the follow-up phase, the protocol is finalized and then sent out. Open items and comments on the draft can be revised and saved as Comments from this meeting. The goal of this phase is to organize the content of the meeting to produce consistent and well-structured protocols. The protocols are then generated and sent to the participants for approval. For more information on reworking the protocol and the distribution options, see the following article: Reworking the Protocol.
Approval
During the approval phase, the protocol is reviewed by the participants. Participants can approve or reject the protocol and, if necessary, Notes on the Protocol draft it. If the protocol is rejected, the meeting status changes to “Review.” The meeting organizer can now address the feedback. If necessary, Additional information about the protocol can be entered. The protocol can then be released for approval again. This process is repeated until the protocol has been approved by all participants. Optionally, the meeting organizer can approve the protocol without giving participants the opportunity to provide feedback. For more information on the approval of the protocol, see the following article: Approval of the Protocol.
Meeting sessions, meeting structure, calendar invitation, meeting agenda, draft minutes, live minute-taking, meeting documentation, finalization of minutes
Comment Types in Meetings
Various comment types are available for meetings in buildagil. Depending on the phase of the meeting and its intended purpose, comments are recorded as “Preparation,” “Draft,” “From this meeting,” “Note for the protocol,” or “Additional information for the protocol.” This determines the purpose of a comment and whether it appears in the draft protocol or the final protocol. The characteristics of each type are explained in more detail in the following sections. You can also find more information on working with comments in the following article: Working with Comments.
- Comments on Preparation
- Design Comments
- Comments from this meeting
- Notes on the Protocol
- Additional information about the protocol
Comments on Preparation
If a comment is entered during the preparation phase, it is saved as a "preparation comment." Preparation comments are used to gather information prior to the meeting. They are intended to allow the meeting organizer to assign meeting preparation tasks to participants. By default, preparation comments are printed in the preliminary protocol but do not appear in the meeting protocol. For custom protocol templates, the display of these comments in the printed protocol may vary.
Design Comments
Draft comments, also known as "drafts for this meeting," are comments that can be saved temporarily and edited later. To create a draft comment, write a comment and save it as a draft.
The draft comment can be edited by the author of the comment or by a meeting organizer. To allow other participants to edit draft comments, they can be added as additional organizers via The parties involved. For more information on permissions, see the following article: Visibility & Permissions for Meetings & Protocols. Draft comments can be edited or deleted until they are sent as a comment. If a draft comment is sent during preparation, it is saved as a “Comment on Preparation”; otherwise, it is saved as a “Comment from this meeting.”
Draft comments serve as notes for participants, allowing them to jot down their thoughts and engage in preparation for the meeting. In addition, draft comments can be used as a tool for taking meeting protocols by jotting down key points of the discussion, saving them as a draft, and then revising and sending them out afterward. Draft comments are not printed in the protocol.
Edit draft comments, add an organizer, additional organizers, editing permissions, draft comment author, participant permissions, administer meeting
Comments from this meeting
If a comment is saved during the execution phase or the rework phase, it is displayed as a "Comment from this meeting." By default, these comments are printed in the meeting protocol. For custom protocol templates, the way comments appear in the printed protocol may vary.
Notes on the Protocol
Once the meeting is in the approval process, participants can enter "comments on the protocol." This allows them to provide reasons for rejections, requested additions, or corrections. By default, these comments are not printed in the meeting minutes; they are intended solely to record feedback from participants.
Additional changes to the protocol
Additions that are to appear in the final protocol can be recorded by the meeting organizer as "Additions to the Protocol." This ensures that subsequent comments, corrections, or additions are clearly documented in the protocol.
Comment Types: Meeting, Preparatory Note, Draft Comment, Meeting Contribution, Minutes Note, Supplementary Entry, Comment Function, Overview of Comment Types, Comment Usage
Updated on: 13/07/2026