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The site meeting: compte rendu

The weekly site meeting produces a document that half the project reads and nobody enjoys writing. Builddar's answer is to stop writing it: keep the register current during the meeting, and the report is a by-product.

This walkthrough is one full week.

The shape of it​

info

Site meetings are a separate module. If you don't see the area, see Products.

Before the first meeting​

Set up once:

  1. Make sure the project's companies are on the roster, each with an email address. Attendance and distribution are keyed on company, and a company with no address won't receive the report.
  2. Optionally create a meeting template if you want to change what prints. A project with no template publishes perfectly well with every block on.

1. Open the meeting​

Open the next meeting — typically the morning of, or the day before.

Set the date, the times, the location, and Group the register by (usually Trade, which matches how the meeting is run). Pick the Report language if it differs from the project default.

You are not starting a blank report. Everything still open is already in the register, with its original dates and its full history.

2. Convene the companies​

On the Attendance tab, set each company's presence. Before the meeting, mark who you've convened; during it, correct to Present, Absent or Excused.

If you run a staggered meeting where each trade has its own slot, set the Convened time per company.

Check the Distribution toggles now — that's who receives the report on Friday.

3. Run the meeting​

Open the Agenda tab first. It shows what there is to review — Open, Due within 7 days, Overdue, Blocking, In progress, To verify — listed in the order the meeting will be run: grouped, urgent first, then by due date.

Then select Run the meeting and work through the points:

  • Change the status as each is discussed.
  • Move the due date when it's renegotiated.
  • Remind or set a Final reminder on anything being chased — the count prints on the document, which is what makes a reminder formal rather than remembered.
  • Add a comment saying what was decided.

New subject raised in the room? Raise a point with a responsible company, a trade, a zone and a due date.

Changes batch up as you go — save when the counter warns you the batch is full, and at the end.

tip

Link a point to a tracked issue when the subject is also a defect on a drawing. That's what keeps the observation, the inspection, the defect and the sign-off on one thread instead of four.

4. State progress​

On the Progress tab, enter the percentages agreed in the room. The rows you create are the breakdown: a row per trade prints the flat table, a row per zone and trade prints a per-building one.

Totals are never computed. If you want a project figure, state it.

5. Publish​

  1. Preview first — full report and per-company extracts, rendered through the same template as the PDF. Nothing is sent.
  2. Select Publish and send.
  3. Read the confirmation: how many points go to how many companies, and a warning for any company with no address on file.
  4. Confirm.

Result: the full report plus one extract per company are produced, and the emails go out. The meeting, its attendance and its progress become read-only, permanently.

caution

Publishing is not a save. There is no way back. If the document turns out to be wrong, issue a correction — the original keeps its file and a revision is produced alongside it, with the reason printed on the document.

6. Next week​

Open the next meeting. Everything non-terminal carries forward automatically, keeping its original date and its history. Points marked Done, For the record or Dropped don't.

The register also computes the paragraph everyone reads first — Since meeting 12: 3 new, 2 closed, 1 reopened, 4 due dates moved, 2 reminded. You don't write it.

What the record looks like after six months​

A mature point reads as a chain: Raised at CR 18 · Reminder at CR 19 · Comment at CR 20 · Closed at CR 21. Nothing in that history was ever edited or deleted — corrections are new entries.

That's the difference between minutes and a record. When a company claims they were never told, the reminder count and the attendance badge on a published, unalterable document answer it.

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