Minutes / Meetings

🎯 Goal of this section

The Minutes / Meetings module is used for the structured documentation of meetings, alignments, and construction meetings.
It replaces classic Word minutes and ensures that topics, decisions, and tasks are stored centrally, tracked, and can be processed further directly in smenso.
This digitizes construction and project meetings end-to-end – including participant list, agenda, and task tracking.

Structure of the meetings overview

Meetings are displayed as a list in which each row represents a set of minutes.

• Column – Description
• Date – Time of the meeting
• Location / room – Meeting location (e.g., site container, online)
• Title / topic – Name of the session (e.g., “Construction meeting 24-06-06”)
• Status – Draft / completed
• Number of participants – Number of attendees
• Linked tasks – Number of tasks created directly from the meeting

💡 Tip:
Filters can be used to select sessions by time period, topic, or participants.
Recurring appointments (e.g., weekly construction meeting) can be saved as a template.

Structure of the minutes detail view

The minutes form is designed to include all typical information of a construction meeting.

A) General

• Date
• Time (start / end)
• Meeting location (e.g., site container, Musterstraße 1)
• Topic / project reference
• Status (draft / completed)

B) Participants

List of all present and invited persons.
The data comes from the project team (Chapter 4).
Example:

• Mr. Schmidt (site manager)
• Mr. Meier (foreman)
• Ms. Müller (client)
• Mr. Weber (architect)
• Mr. Fischer (structural engineer)
• Mr. Krause (master electrician)
• Mr. Bauer (master plumber)

💡 Note:
Participants can be marked via checkbox as present, excused, or not present.

C) Agenda

Agenda items are created in the upper section.
They form the content structure of the minutes.

• No. – Topic – Responsible – Status
• 1 – Welcome and opening – Site manager – completed
• 2 – Status report on current construction progress – Foreman – done
• 3 – Upcoming work – Planner – open
• 4 – Problems and solutions – Specialist planner – in progress
• 5 – Safety aspects – Site management – open
• 6 – Other – – –
• 7 – Next date – – –

💡 Tip:
Recurring topics (e.g., construction progress status, safety aspects) can be saved in the template.

D) Minutes content

Each agenda item can be supplemented with free text.
For example:

Item 2 – Status report:
Mr. Meier reports that the basement exterior walls have been completed and the interior walls have been started.
Mr. Krause provides an update on the main power line laid in the basement area.
Mr. Bauer reports the completion of the installation of the main water lines.

E) Action items (tasks from the meeting)

Below each agenda item, tasks can be created directly.
These appear both in the minutes and automatically in the Tasks module (Ch. 5).
Example:

• Task – Responsible – Due by
• Documentation of the concrete delivery – Site management – 10/06/2024
• Installation of an additional power outlet in the living room – Master electrician – 15/06/2024
• Update plan change – Architect – 12/06/2024

💡 Benefit:
Every decision automatically becomes a task – with responsible party, due date, and tracking.
This automatically links minutes and task management.

F) Next meeting

At the end, the next appointment can be entered (date, time, location).
It appears in the calendar and can be used for invitations.

Create a new meeting

Step-by-step instructions:

1. 1️⃣ Open the Meetings module
2. 2️⃣ Click New
3. 3️⃣ Enter title and date
4. 4️⃣ Select location, time, and participants
5. 5️⃣ Add agenda items
6. 6️⃣ Enter content and decisions
7. 7️⃣ Create tasks / action items (optional)
8. 8️⃣ Define the next appointment
9. 9️⃣ Save

💡 Tip:
Use a saved template for recurring meetings (e.g., weekly construction meeting).

Analysis and export

Minutes can be exported as a PDF report.

The export includes:

• Header with project data
• Participant list
• Agenda with decisions
• Task overview (with responsible parties and due dates)

Optionally, files, plans, or photos can be attached.

💡 Recommendation:
Export and archive the minutes after each meeting – this ensures audit-ready documentation.

Best practices

• Use templates – for recurring construction meetings.
• Select participants from the project team – for correct documentation.
• Number agenda items – clear structure.
• Create action items directly as tasks – saves follow-up work.
• Export and file minutes regularly – evidence for the client / inspector.

🔗 Related topics

• Chapter 4 – Project team
• Chapter 5 – Tasks
• Chapter 11 – Defect management
• Chapter 13 – Status reports

💡 Practical note:
With the Meetings / Minutes module, smenso fully replaces traditional minutes templates.
Decisions, tasks, and participants are captured digitally, automatically distributed, and documented in a traceable way.