What are Meeting Minutes for and How Do They Work?
Meeting minutes are used to document what was discussed and decided, and to easily share this information. Taking notes in Aptien is simple. Each note is automatically linked to its attendees and the related topic, and you can view it directly on your calendar. This makes them easily searchable. You won't have to worry about where to save them; the system handles it automatically.
Easily Add Meeting Notes to Any Record
- You can create a meeting note for any entry in any section of the system.
- All meeting notes and related activities are displayed on a dedicated "Records" tab.
How to Create Meeting Notes
- Navigate to the project, asset or other organizer where you want to add meeting notes.
- Select the specific item (project, deal, equipment, tool, asset, employee, etc) for which you're adding notes.
- Click on the "Meeting Minutes" tab.
- Choose the activity type (e.g., personal meeting, phone call, email, online).
- Enter the details and notes for the meeting.
- Save your notes.
What minutes can be used for
- Minutes of business meetings with customers
- Minutes of project meetings
- Minutes of meetings
- Records of maintenance activities
Meeting Minutes: What to Record and What to Include
For each activity, the following fields are available in the minutes:
Make minutes of the activity:
- On - select the entry to which the record relates
- From - To - time limitation of the activity (date and time settings)
- Activity type - select the activity type from the list (mail, call, meeting, maintenance, repair)
- Who - add the employees who participated in the activity
- With whom - in case of activity with a person outside your company, enter this contact
- Which company - select the company with which the activity is taking place
- Minutes - text field for minutes
- Conclusion - text field for the conclusion resulting from the activity
- Tasks - enter the tasks resulting from the activity
You can see the activity set up not only for the item for which you have set up the activity but also for the items listed in the "On" (for a project), "Who" (for employee), "With whom" (for contact) and "Which company" (for company) fields. Also, the entry is visible in the calendar.