When creating meetings in the system, the most commonly used process is to only create the meeting but complete it later, after the meeting has been held and attendees have signed off on their attendance.
However, they can be created and completed in one step. When creating an Employer led meeting, for example, you can create an agenda to completed later by an Employer user.
The steps below explain how you can create a meeting:
- Log into HammerTech
- Select your required project from the Company Overview drop-down in the top right hand corner
- Select Meeting > Create New
- Select the Meeting Type from the drop down
- Enter the Meeting Date / Time
- Enter a Title for the Meeting
- Enter an Overview (description) of the Meeting
- Fill out any Additional Details, only where they have been set up for that Meeting Type
OPTIONAL STEP: Under Participants, select whether this meeting will be Employer Led or not.
If you tick Employer Led, you will need to select the Employers that you wish to assign this meeting to. A separate meeting will be created for each employer, so that they can conduct it on their end.
- Add any Agenda items, as required
- Under Meeting Attendance, select either Individual Worker Signatures OR Upload Photo Evidence of Attendance/Signatures. For info on Attendance: Adding Meeting Attendance.
If you select Individual Worker Signatures, two additional option will appear...
Option 1: Allow Signatures Through Sign-In App. If you select this option the meeting will appear in the HammerTech Sign In App where workers can select it for attendance and sign off on it as part of their sign in to the worksite. For info on displaying in the Sign In App: Display Meetings for workers to sign via Sign In App
Options 2: Allow All Approved Workers To Sign via Meeting QR Code. If you select this option it will allow any approved workers to scan the QR code, select their employer and their name and then sign off on their attendance to the meeting. For info on exporting the QR code: Export QR Code for meeting sign off
- Add any Additional Attachments and/or Comments
Finalising the Creation and/or Completion of the Meeting
- Select Create if you'd still like the meeting to be editable, OR Create and Complete if you wish to finalise the meeting straight away. Once completed, the only items that can be edited are the Observations raised, and the list of Attendees and Attendee Signatures.
Completing the Meeting
- With Employer led meetings, there is no option to 'Create and Complete' since it is the Employer who needs to complete the meeting themselves.
- To view the status, edit, or finalise a meeting that has been created but not completed, navigate to Meetings > View All.
- Once you have selected a meeting, use the blue cog in the top right corner to Edit
- If it is an Incomplete meeting, you will be able to add any details to the agenda and custom fields as well as add attendees, before selecting to Save Changes, or Save and Complete.
Note: Observations cannot be raised in Meetings until the meeting has first been created. When raising an Observation, if no Observation types are available for you to select, check that there are Observation types configured for Meetings under Administration > Observation Types (must be a company admin).