Overview of meetings
Advantages of meetings
The meeting function in buildagil significantly simplifies the execution and recording of meetings. Project content is directly linked to meetings, ensuring that work is always carried out in the right context. Discussed content and decisions are seamlessly fed back into the project and automatically logged. This creates a consistent flow of information, establishes commitment and ensures continuity over the entire duration of the project.
Meeting management, project communication, decision documentation, context linking, information flow
Meeting procedure
Meetings are divided into different phases, which give a structured form to the time schedule. The phases of a meeting are divided into the following sections: meeting creation, preparation, execution, rework and approval. The phases are clearly displayed in the meeting overview so that it is always clear where the meeting is in the process.
Creation
The meeting is created in this phase. The meeting information is filled in, the meeting type, date and time are determined and the participants are added. The appointment can then be sent to the participants and added to the calendar. It is also possible to create Follow-up dates from past meetings. Agenda items and participants can be automatically transferred so that the information does not have to be entered again. Further information on creating meetings can be found in the following article: Creating a meeting.
Preparation
In the preparation phase, the meeting content and procedure are defined in order to structure the execution. For this purpose, the desired Tasks & topics are transferred to the meeting. In order to distribute important preparation information and orders for preparation, Comments on the preparation can be entered. Subsequently, the preliminary minutes can optionally be sent to the meeting participants. If External contacts are attending the meeting, it is advisable to send preliminary minutes so that they can also prepare for the content of the meeting. The participants can enter their comments and notes as Design comments and thus prepare for the meeting. One hour before the meeting starts, the meeting switches to the execution phase. You can find more information on preparing for meetings in the following article: Preparation of meetings.
Execution
The execution of a meeting begins with an attendance check of the participants. Absent persons can be adjusted in the list of participants. The meeting is then executed according to the prepared agenda. What is discussed can be recorded directly in the comments field for the corresponding tasks and topics. Design comments from the preparation can be further edited and additional comments added here. New comments can also be entered as a draft so that the wording can be refined in rework. If required, additional tasks & topics arising from the discussion can be created directly in the meeting.
This approach to logging offers decisive advantages: In addition to the automatic creation of a PDF protocol, all logged content is transferred directly to the corresponding tasks & topics. This not only creates a complete meeting history, but also a chronological image of all relevant information in the individual tasks. The comment history clearly shows what was discussed when in which meeting and what communication took place in between. The result is seamless, structured documentation that creates transparency, facilitates collaboration and increases efficiency in information processing. Further information on the execution of meetings can be found in the following article: Execution of meetings.
Rework
In rework, the protocol is finalized and then sent. Open points and draft comments can be reworked and saved as Comments from this meeting. The aim of this phase is to prepare the content of the meeting in order to generate a consistent and clean protocol. The protocol is then generated and sent to the participants for approval. You can find more information on reworking the protocol and the sending options in the following article: Reworking the protocol.
Approval
In the approval phase, the protocol is reviewed by the participants. The participants can approve or reject the protocol and, if necessary, write Comments on the protocol. If the protocol is rejected, the status of the meeting changes to "Review". The meeting organizer can now respond to the feedback. If necessary, Additional information on the protocol can be entered. The protocol can then be released again for approval. This process is repeated until the protocol has been approved by all participants. Optionally, the approval can also be granted by the meeting organizer without the participants being able to report back. Further information on approving the protocol can be found in the following article: Approval of the protocol.
Meeting phases, process structure, calendar invitation, meeting agenda, preliminary minutes, live minutes, meeting documentation, minutes finalization
Comment types in meetings
Different comment types are available for meetings in buildagil. Depending on the phase of the meeting and the intended use, comments are recorded as preparation, draft, from this meeting, note to protocol or additional to protocol. This controls what a comment is used for and whether it appears in the preliminary minutes or the meeting minutes. The properties of the individual types are explained in more detail in the following sections.
- Comments on the preparation
- Design comments
- Comments from this meeting
- Comments on the protocol
- Additional information on 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 collect information prior to the appointment. They are intended to enable the meeting organizer to distribute tasks to the participants in preparation for the meeting. By default, preparation comments are printed in the preliminary minutes, but do not appear in the meeting minutes. In the case of individual protocol templates, the output of comments in the printed protocol may differ.
Design comments
Draft comments or "Draft for this meeting" are comments that can be saved temporarily and edited later. To create a draft comment, a comment is written and saved as a draft. The draft comment can be edited by the author of the comment or an organizer of the meeting. 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 as a "comment from this meeting".
Draft comments serve as notes for the participants, in which they can record their thoughts and thus prepare for the meeting. In addition, draft comments can be used as a tool for taking minutes of meetings by noting down what has been discussed in keywords, saving it as a draft and then formulating and sending it out afterwards. Draft comments are not printed in the protocol.
Comments from this meeting
If a comment is saved in the implementation phase or in rework, the comment is displayed as "Comment from this meeting". These comments are printed in the session minutes by default. For individual protocol templates, the output of comments in the printed protocol may differ.
Comments on the protocol
As soon as the meeting is in the approval process, participants can enter "Comments on the protocol". This allows them to describe reasons for rejections, desired additional information or corrections. These comments are not printed in the meeting minutes by default, but are only used to record feedback from participants.
Additional information on the protocol
The meeting organizer can enter any additional information that should appear in the final protocol as "Additions to the minutes". In this way, subsequent comments, corrections or additional information are clearly documented in the protocol.
Comment types Meeting, Preparatory note, Draft comment, Meeting contribution, Minutes comment, Supplementary entry, Comment function, Comment types overview, Comment use
Updated on: 26/09/2025