Meetings and meeting attendance are tracked on the ‘Meetings’ form. The data is inserted into documents.
Opening the Meetings form
The ‘Meetings’ form can be opened from the ‘Navigation’ bar on the left side of the web page.
New, Delete, and Save Buttons
These buttons are located near the top of the ‘Meetings’ form. Textboxes are initially disabled.
Create New Meeting Record Each new meeting record is linked to a company. Meeting categories depend on the entity type of the company. To create a meeting record, select a company name in the ‘All Companies’ list located to the right of the ‘Meetings’ form (see below). The meeting categories that appear depend on the entity type of the selected company. For example, director and owner meeting categories appear for corporations while manager and member meeting catogories appear for limited liability companies. Select one of the categories and subcategory options appear in the ‘Subcategories’ list. The subcategories that appear depend on the category that is selected. For example, when the ‘Owner Meetings’ category is selected, ‘Annual’, ‘Special’, and ‘First’ appear in the ‘Subcategories’ list. Select one of the subcategory and press the ‘New’ button. A new meeting record will be created for the selected company, category, and subcategory.
When a new record is created the textboxes on the form are enabled. Enter the ‘Meeting Date’ and the ‘Attendance’ list populates. There is an ‘Insert Address’ button that enters the physical address from the ‘Company Profile’.
The names of people that appear in the ‘Attendance’ list (see above) depend on information in the ‘Titles and Responsibilities’ forms. For example, when the selected meeting category is ‘Director Meetings’, the names in the attendance list are people marked as ‘Directors’ on the ‘Titles and Responsibilities’ form.
Other categories for meetings can be created using the ‘Tools Menu’ options. When an ‘Officer Meetings’ category is created, the names in the attendance list are people marked as an ‘Officer’ on the ‘Titles and Responsibilities’ form. When the meeting category is ‘Employee Meetings’, the names in the attendance list are people marked as an ‘Employee’ on the ‘Titles and Responsibilities’ form.
The attendance list for owner meetings is different from other types of meetings that draw information from the ‘Titles and Responsibilities’ form. Owners can be groups from the ‘Group Owners’ form, tracked companies from the ‘Company Profile’, and people from the ‘People Profile’. Owners listed in the ‘Owner Meetings’ attendance list come from the ‘Owner Register’.
There are two option buttons just above the ‘Attendance’ list when the ‘Owner Meetings’ category is selected. Check the names of those who attended the meeting and then switch to the proxy list and mark those who used a proxy. Traditionally, only owners use proxies, but other types of meetings can be set to have proxies using one of the Meetings Tools forms.
Delete Meeting Record: Press the ‘Delete’ button to delete the selected meeting record.
Save Meeting Records: Press the ‘Save’ button and all unsaved changes will be committed to the database. It is a good idea to press the ‘Save’ button often. A security feature logs out if the mouse button is not pressed for 30 minutes. There is a warning, but if data is not saved prior to the logout, it will be lost.
Three reports can be accessed from the ‘Reports’ menu of the ‘Meetings’ form.
If an owner meeting is selected on the ‘Meetings’ form, the options on the menu will be for owner meetings, like this:
If a director meeting is selected, the options on the ‘Reports’ menu will be for director meetings (see below).
Reports – Meeting Profile
Reports – Meetings by Date for Selected Company
Reports – Meetings by Type for Selected Company