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Meetings

A building project runs on meetings: the site meeting with the contractor, the client meeting about choices and budget, the internal round before either of those. Wyroo treats a meeting as part of the project, not as a separate calendar item. The agenda is built from the cards you already work with, the minutes are captured while you talk, and the follow-up work lands back on the board as cards.

Every project has a Meetings tab. It lists the project’s meetings, and each one carries a status:

  • Draft: being prepared, no date set yet.
  • Scheduled: date and time are set, invitations can go out.
  • In progress: the meeting is running (or paused).
  • Closed: held and locked, with final minutes.

The meeting that needs you now sits at the top of the list on its own: the one running right now, or otherwise the next one scheduled. If it is under way or due today, the button to start or resume it sits right beside it; for a meeting further out you will find that under the three dots, because a meeting four days away is prepared rather than started. Everything else is grouped by month, most recent first, with undated drafts last.

The date has a block of its own on the left, weekday included, so you can run your eye down the column. Each row also shows its type, the time, the location, the first names of who attends with a counter for the rest, how many agenda points there are, whether any of them stayed open, and whether the minutes are ready.

Above the list, four filters narrow it down: All, Upcoming, Needs attention (meetings with points still open) and Closed. The filter is part of the address, so a filtered list can be shared or bookmarked.

Meetings can be switched on or off per workspace. If you do not see the Meetings tab, it is not enabled for yours.

Meeting types

Section titled “Meeting types”

A meeting type is a kind of meeting your project runs, for example a site meeting or a client meeting. Every new project starts with three: Site meeting, Client meeting and Internal meeting. People who can manage the project can add, rename or delete types under Manage meeting types in the project settings.

Types are what make preparation cheap. During the week, anyone can queue a card for a type (“discuss this in the next site meeting”). When someone then prepares a meeting of that type, all queued cards are pulled onto the agenda automatically. See Preparing a meeting.

Deleting a type only removes that queue flag from cards. Meetings already held keep their minutes.

Who sees a meeting, and who can do what

Section titled “Who sees a meeting, and who can do what”
  • A meeting is visible to the people on its attendee list, plus its organiser. Being a member of the project is not enough by itself, so an internal meeting stays internal.
  • Anyone who can contribute to the project can prepare meetings, edit them, run the room, close them and send invitations or minutes.
  • Deleting a meeting and managing meeting types need project manage rights.
  • A closed meeting is locked: nobody can edit, rerun or delete it.

The chapters in this section

Section titled “The chapters in this section”