Creating Meetings

The Meetings module allows you to schedule, manage, and track meetings efficiently. Follow these steps to create and manage a meeting.

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Step 1: Create a Meeting

1. Click Create Meeting.
2. Fill in the meeting details:
   • Title
   • Date & Time
   • Location (click the pencil icon to edit)
3. Prepare your agenda and invite attendees.

Tip: You can also create meetings using preset templates.
See: Create Meetings from Template.

Note: Even if you don’t add a title or details, the meeting will appear in the Meeting Series List. Click the title to open and edit.

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Step 2: Add Meeting Details

• After creating the meeting, you can edit details anytime.
• By default, the meeting starts in Agenda mode.
  You can switch to Minutes after the meeting ends to lock it.
  See: During Meetings for more info.

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Step 3: Add a Video Conference Link

1. Click Add Link.
2. Choose Microsoft Teams or Zoom.
   • For Teams: Edit the generated link using the pencil icon.
   • For Zoom: Sign in and authorize Autodesk Construction Cloud on first use.

Important Notes:

• Meeting times may differ in Zoom—refer to the time shown in the Meetings tool.
• Adding a video link does not create a calendar entry in Teams or Zoom.
  See: Video Conference Links for details.

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Step 4: Invite People

1. Click the Invitees icon.
2. Click Add Invitees:
   • Select project members.
   • Or create a nonmember (add name, company, email).
3. Click Confirm.

Roles & Permissions:

• Assign Organizer role via the More menu next to the invitee’s name.
• Remove invitees if needed.
  See: Meetings Permissions for role details.

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Step 5: Share the Agenda

Inviting people does not send an email automatically. To share:

1. Click the More menu.
2. Select Share with invitees.
3. Choose:
   • Email with meeting link
   • Link to agenda in Autodesk Build
4. Click Share to finish.

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Step 6: Add Meeting to Your Calendar

• Click the More menu and select Add to calendar (.ics).

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Step 7: Manage Meeting Discussion

• Discussions are organized into Topics and Items.
• Example: Topic = Safety, Items = Equipment availability issues.

To add items:

1. Create a topic first.
2. Click Add Item for each item.
   • Press Enter to add a line within the same item.
   • Click Add Item again for a new item.

Item Management:

• Each item starts with Open status (can be changed).
• Use More menu to:
  • Add due dates
  • Assign people
  • Add references
• Delete items or topics using the Trash icon.

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Step 8: Add References

• Click References to view/manage meeting references.
• Meeting-level references: Documents or sheets relevant to the entire meeting.
• Item-level references: Attach files, sheets, RFIs, issues, photos, submittals, assets, forms, schedule items, plan tasks, or cost items via the More menu.

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What’s Next?

• After the meeting, switch from Agenda to Minutes to lock the meeting.
• Track action items and follow up using the Meetings module.