Create New Meeting

This concise guide aids site managers in organising meetings and documenting minutes efficiently on Plexa Dashboard, enhancing productivity and communication within your organisation.

Meetings and Inspections can be scheduled, recorded, and linked to daily sign-ins. Templates include:

• Toolbox Talks

• Pre-Start Meetings

• Site Safety Inspections

• Equipment Inspections

• QR codes can be used for quick access and attendance verification in t he field. All records are time-stamped for accountability.

Step By Step Guide

1. Select ‘Site Management’ on the Plexa Dashboard

2. Select ‘Meetings & Inspections’ in the Site Menu

3. Select ‘New Meeting’

4. Click "Create New" from the dropdown

1. Enter Meeting Details

• Click the "checkbox" to link the meeting to a Personnel's Site Sign In

• Click the "Link this Meeting" checkbox

• Select "Linked Type" and "Linked Date" from the dropdown

• Enter " Meeting Type" from the drop down

• Enter the "Title" field

• Enter the "Date & Time" field.

• Note the purpose of the meeting in the "Purpose" field

1. Add an Agenda

• Click "+New Agenda" and add Agenda items - if applicable

• Click the "Meeting Link" field (Optional)

• Select "Location" from the dropdown

• Select ‘Next’ to move to Section 02 (Attachments)

1. Add Attachments

• Click "+ Drag & Drop or Browse" to add Attachments

• Select ‘Next’ to move to Section 03 (Meeting Minutes)

1. Add Meeting Minutes

• Click "New Meeting Minutes" and enter "title" field

• Click the +"Assign Attendee" and enter details

• Click "Next" to proceed to Section 4 (additional Details)

• Click the "Site Manager Talk*" field and enter details

• Add Attachment - if applicable

• Click "Finish"

Notes & Recommendations

• It is the responsibility of supervisors to ensure all attendees have signed the Meeting/Inspection

• Attendees will receive a text message with a link to their mobile device to sign the Meeting/Inspection

• Samsung devices may block Plexa messages. To receive these message you must change your Samsung devices settings

1. Search and select ‘Caller ID & Spam Protection’

2. Select ‘Block Numbers’

3. Select ‘Block Spam & Scam Calls’

4. Select ‘Only Block High-Risk Scam Calls’

If Attendees are still not receiving text messages reach out to your Customer Success Manager or Support Manager for further investigation and assistance

Duplicating Meetings/Inspections:

• Select the Meetings/Inspections you wish to duplicate

• Select ‘Duplicate’ on the top of the existing listing

• Change & amend any of the information you previously filled

• Follow the same process and select ‘Finish’ at the bottom of the listing to complete

Video Tutorial

For a visual guide, please watch the video tutorial below