Add and manage actions
The Tasks area allows you to view and manage actions for your meetings. You can also add actions from here.
In the context of a meeting, actions are specific tasks or follow-up activities that are assigned to individuals or groups as a result of the discussions and decisions made during the meeting.
Action items typically include the following:
Action title
A clear and concise statement of the work that needs to be done or the objective that needs to be accomplished.Assignee
The individual or team responsible for completing the action item.Due date
The deadline or target date by which the action item should be completed.Linked to
The meeting to which the action pertainsDescription
What the action is, including additional details, background information, or specific instructions.Attachments
Any documentation relating to the action may be added here.
Action items are usually documented and recorded during the meeting, either in the meeting minutes or in a separate action item list or tracker. This ensures that all parties involved are aware of their responsibilities and deadlines, and it helps to maintain accountability and follow-up on the tasks after the meeting.
The purpose of action items is to transform the discussions and decisions made during the meeting into concrete, actionable steps that can be executed and tracked. They help to ensure that the outcomes of the meeting are implemented effectively and that progress is made towards achieving the meeting's goals or objectives.
During subsequent meetings, action items from the previous meeting are typically reviewed, and updates on their status and progress are provided. This helps to maintain continuity and ensure that tasks are completed in a timely manner.
Action items with multiple assignees are not visible on mobile devices.
Create an action
As a secretary, you can create draft actions during a meeting and finalize them afterward. Actions can also be created by Board Members outside of meetings for various purposes, such as requesting a document, requesting updates on certain topics, requesting to sign something, and so on.
Go to Tasks and select + Request > Action.
The side panel is displayed. Enter the details of the action.
Enter the following details:
Assignee or Assignees (you can eve select whole Group as Assignee)
Due date
Description
In Linked to, select the meeting and agenda item this action is associated with.
Note: The last step is optional, your actions do not have to be related to meetings or agenda items.
To add attachments, select Upload file or drag the file to the page.
When the action is ready to be shared, select Publish. The assignee will get an action on their dashboard, as well as the group receiving an action if it was related to the meeting.
Edit an action
As a secretary, you can change actions you've already created and shared. You might want to change the assignee or extend the due date for example. Or, you might want to attach a document that wasn't ready.
Go to Tasks and select the action you want to edit.
The side panel is displayed. Make your changes.
The autosave functionality is applicable here. Everything is automatically saved without you having to do it.
Amend any of the following details:
Assignee
Due date
In Linked to, change or add the meeting and agenda item this action is associated with.
Description
If you want to notify the assignee about changes - the system will offer such an option at the published Action. But you can also do it manually.
To add attachments, select Upload file or drag the file to the page.
When you've finished updating, any changes will be captured by autosave. Your changes will be visible to the group. You will have the option to send an update to the assignee, this can be done one of two ways:
From the banner directly after the changes are made
From the three dots menu in the top right corner
Delete an action
Go to Tasks and select the action you want to delete.
Select the More options menu in the top right side and select Delete action.
A confirmation message is displayed. Select Delete. The action will be removed from the list and the assignee notified.
Complete an action
When an action is assigned to you, you'll receive an email and you'll see it on your dashboard:
You can see who assigned it to you and the due date. Select View details to see more information and any attachments.
The action moves through various states and once published, the status changes to In progress.
Once you've finished working on the action, you can mark it as complete and send a note. The action owner can also mark an action as complete on your behalf.
Select the action on your dashboard or go to Actions and select the action you want to complete.
Select Complete action. A pop-up is displayed.
Add a note or upload a file then select Complete. (If you don't want to leave a note or add an attachment, select Complete without notes.)
The status changes to 'Completed' and the action owner is notified.Then you can go into the completed Action and easily see what state it is in, who completed it, and with what comment.
Tracking actions
As a user, you can go into any Action and see if it is completed or not. In the case of multiple assignees, you can see who has already completed an Action and who hasn’t yet.
If the Action has been performed - the initiator of the Action will receive a notification informing them who performed the Action.
It also works the same way for multiple assignees. If all those assigned have performed actions - the initiator will receive a message for each of them.
If any change has been made to an Action you have created, you can notify your assignees of the change. To do this, open the action and select Notify Assignee. Secretaries can also send notifications directly from their Dashboard.
Please note that a notification will then be sent to all assigned users, regardless of whether they have completed the action or not.