The Meetings tab keeps the minutes of every project meeting, from the steering committee to the daily standup. Open it from the project menu: Governance, then Meetings. The page is called Meeting minutes.
What it's for
Minutes are the record of what was agreed. In ProjectCAPEX a meeting also holds the actions and decisions that came out of it, so they go straight into the project's RAID log instead of staying in someone's notebook. Four cards sit at the top: Total, Approved, Circulated and Draft.
Before you start
Before you write up a meeting
- Your role can create meetings
- You have the meeting title and its date and time
- You know the meeting type
- You have the attendee list, or can add it as you go
How to record a meeting
- Start a new meeting
On the Meetings tab select New meeting.
- Fill in the details
Enter a Title, choose the Meeting type and set Date and time. Add Duration (minutes), Location (a Teams link or a room) and Next meeting if you know them.
- Add attendees
Under Attendees, enter each Attendee name and Attendee role, then select Add attendee. Tick the Present box for those who attended.
- Write the agenda and minutes
Use the Agenda and Minutes fields under Agenda and minutes.
- Save
Select Save meeting. Set Status to Draft while you write, Circulated once you have shared it, and Approved once attendees have agreed it.
How to capture actions and decisions
After the meeting is saved, two more sections appear: Action items and Decisions.
- Select Add action, enter the Action description, Assigned to, Due date and Priority, then Save action. It appears on the Actions tab with this meeting as its source. See Actions.
- Select Add decision, enter the Decision title, Decision description, Category and Decided by, then Save decision. It appears on the Decisions tab, linked to this meeting, with the meeting's date and the status Approved. See Decisions and approvals.
Finding a meeting
Use the type buttons across the top to show one kind of meeting: Steering, Design authority, Workstream sync, Daily standup, Cutover, Vendor, Escalation or Ad hoc. Use the search box to find a meeting by its title.
Good to know
- If you close the editor with unsaved changes, the app asks before it discards them.
- The Minutes field has a dictation button when voice is available to you. See Voice and dictation.
- Meetings are part of every plan, including Team.
Who can do this
Admins, project managers, functional leads and technical leads can create and edit meetings. Only admins and project managers can delete one. Everyone on the project can read the minutes. See Roles and permissions.