OpenProject/Meeting Management

Meeting management

Meetings in OpenProject erlauben dir Dokumente & Projekte zentral mit deinem Team zu teilen. Lege Agenden für dein Team an.

Meetings in OpenProject

Durch die Auswahl Besprechungen (Meetings) im Projekt Menü auf der linken Seite, bekommt man eine nach Datum Sortierte Übersicht aller Meetings innerhalb des Projektes. Beim Klicken auf dem Namen des Meetings erscheint eine detaillierte Ansicht des Meetings.

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Neues Meeting erstellen

Um ein neues Meeting zu erstellen, klicke auf Besprechungen (Meetings) im Projekt Menü. Klicke den grünen +Beschprechung (Meeting) Button.

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Gebe den Title, Ort, Start und Dauer des Meetings an. Wähle die Teilnehmer aus der Projekt Mitgliederliste aus. Klicke den blauen Erstellen Button um deine Änderungen zu speichern.

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Bearbeite ein Meeting

Falls Änderungen wie die Uhrzeit oder Ort zu einem bestehenden Meeting unternommen werden sollen, die Detaillierte Ansicht Öffnen durch Klicken auf den Titel in der Übersicht. Dann rechts oben auf Bearbeiten (Edit) klicken.

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Ein Fenster mit Informationen zu dem bestehenden Meeting öffnet sich, und kann auch dort angepasst werden. Nicht vergessen die Änderungen zu speichern durch Klicken auf dem blauem Speichern (Save) Button. Abbrechen (Cancel) ruft die Detaillierte Ansicht wieder auf.

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Teilnehmer hinzufügen

You can add participants (Invitees and Attendees) to a meeting while being in the edit mode. The process is the same whether you are creating a new meeting or editing an existing one. Additionally you can record after the meeting who actually took part in it.

You can see the list of all the project members under Participants. This list varies from project to project. If you select the field in the columns Invitees or Attendees, the selected project members will be notified automatically when an agenda or a meeting protocol is created.

participants

By removing the check mark you can remove project members from the meetings.

Click on the Save button to secure the changes made by you.

Create or edit the meeting agenda After creating a meeting, you can set up a meeting agenda.

Prior to starting the meeting all participants can add their input to the agenda by simply clicking the Edit button. With the toolbar you can make changes to the text format or edit macros, e.g. table of contents or work package tables (see Wiki for details). All changes made to the agenda are tracked. You can click the History button to get an overview of all the changes including the persons who made the changes. Click the Send for review button to quickly notify participants about the meeting and send them a link to the meeting. Press the Send iCalendar button to send a calendar entry to the participants. The users can then quickly add the meeting to their calendar by accepting the invitation / importing the iCal file attached to the email notification. At the beginning of the meeting, Close the agenda to prevent any other changes and provide the same basis for all meeting participants. After closing the agenda, the meeting minutes are displayed to capture the results of the meeting. meeting-agenda Create or edit meeting minutes The meeting minutes are automatically created when closing the agenda in the details view of the meeting and selecting the Close option.

The agenda is closed and copied to the meeting minutes page as a basis. You can start editing the minutes now. The same as in the wiki pages, you can format the text, link minutes to work packages, documents, include work package lists or other macros.

Don’t forget to Save your data.

You will be directed to the meeting view, where you can

edit the minutes,

view the change history,

send the minutes for review to invitees and attendees (as well as watchers and the meeting’s author).

meeting-agenda

Copy a meeting (recurring meetings) If you have recurring meetings, such as a Jour Fixe, and want to simplify the process of creating meetings and agendas, you can copy an existing meeting. To do that select the meeting and open the detailed meeting view.

Select Copy in the top right side.

copy-meeting

You can now edit the copied meeting and add the new details. Click the Save button to secure your changes.