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Incident Meetings

Owned by Former user (Deleted)
Last updated: Jan 20, 2023
4 min read

MEETINGS/ OTHER

Lucidity InForm

Where possible, it is recommended Lucidity InForm is used in place of this section. This will allow for much more flexibility with recording of meeting notes.

 

Meetings

The Meetings tab can be used to record meetings and other similar events. This then allows the outcomes of the meetings to be captured within the action management system. Meetings can be classified according to a category and sub-category and against the organisation structure. Attendees can be recorded and the minutes attached.

 

In the Meetings/ Other tab of Lucidity Incident, users can (role dependent):

  • Add, edit and delete meeting details

  • Print individual meeting details

  • Report on meetings in Excel format

Add New Meeting

VIDEO: Lucidity Incident: Add New Meeting

To add a new meeting, from the Meeting page:

  1. Click 'Add New'

     

  2. Complete the fields (Refer to 'Definitions of Fields' below)
    The details captured for each entry may vary slightly between each system configuration. Fields marked with * are mandatory.

  3. Click 'Save'

Definition of Fields

Category - Meeting

Select the category the meeting relates to

For example: client, site etc

Subcategory - Meeting

Select the subcategory the meeting relates to

For example: If site is the category, subcategories may be pre-start, toolbox etc

Meeting Date

Use the date selector tool to enter the date the meeting was held

Organisational Details

Select organisation details as applicable such as division, location, project etc.

Entered By

Pre-populated to name of person currently logged in

Description

Enter a description of the meeting

Comments

Add any comments to the meeting details

  1. Click 'Add'

  2. Enter comment details

  3. Click 'Save' to save and close or 'Save and New' to enter an additional comment

Actions

Add any actions required as a result of the meeting

  1. Click 'Add'

  2. Enter the action description

  3. Select the actionee

  4. Use the date selector tool to enter the due date

  5. Select the status of the action as either 'Open' or 'Closed'

  6. Upload any files relevant for the actionee

  7. Click 'Save' to save and close or 'Save and New' to enter an additional action

Attendees

Select the names of the employees or people who attended the meeting

Select the name of the employee or person from the drop-down list or type their name if it doesn't appear in the list

Upload a File

Upload any files associated with the meeting

  1. Click 'Add Document'

  2. Locate the document

  3. Click 'Open'

  4. Enter the file name and description as applicable

  5. Click 'Upload'

Refer to the Uploading Files in Lucidity Modules user guide page for more details.

 

Edit Meetings

To edit a meeting, from the meeting page:

  1. Use filters to locate the relevant meeting

  2. Click 'Edit' on the far right-hand side of the meeting

  3. Edit details as required

  4. Click 'Save' to save changes and return to the meeting page

 

Delete Meetings

To delete a meeting, from the Meeting page:

  1. Use filters to locate the relevant meeting

  2. Click 'Actions' on the far right-hand side of the meeting

  3. Click 'Delete'

  4. In the pop-up window that appears, click 'Delete' to confirm

Reporting from the Meeting Page

To print a PDF of all the meeting details, from the Meeting page:

  1. Use filters to locate the relevant meeting

  2. Click 'Edit' on the far right-hand side of the meeting

  3. Click 'Print' at the top of the page

  4. The PDF will open according to specific browser requirements

     

Excel List Report

To generate a report for a specific group of meetings, from the Meetings page:

  1. Select the relevant filters

  2. Click 'Filter'

  3. All results will be displayed at the bottom of the screen

  4. Click 'Excel Export' to generate this report into Excel