Meetings | BRIDGE ONE User Guides

What is Meetings?

Meetings is where scheduling and output tracking come together — schedule a meeting, run it, and capture the Decisions and To-dos it produces in one place.

Here are the core concepts when it comes to managing Meetings:

Creating a Meeting
Calendars and connections
Committees
Templates and Standard Meetings
The Meeting Overview tab
Agenda Points
Decisions and To-dos
Attachments
Meeting transcripts with BRAIN

Creating a Meeting

To create a Meeting, do the following:

Click the Add Meeting button. On the calendar this is an Add (+) button. Inside a context, such as the Meetings tab of a Project, it is a floating action button.

Fill in the dialog. A dialog opens with the fields described below. Some of them are optional.

Save.

Meeting dialog fields

Field	Description
Title	The name of the meeting, as it appears on the calendar.
Connections	Optional. The contexts the meeting is placed in, which puts it on their calendars and sends its Decisions and To-dos to them. See Calendars and connections.
Organizers*	Mandatory. The people who run the meeting and can edit it.
Participants	Optional. The people invited to attend. Organizers can also be participants, so Participants aren't mandatory on their own.
Start date and time	The day and time the meeting begins. Alternatively, mark the meeting as All-day.
End date and time	The day and time the meeting finishes.
Template	Optional. Start from a Template or, once a connection is selected, one of that context's Standard Meetings. See Templates and Standard Meetings.
Location	Optional. Where the meeting takes place.
Description	Optional. What the meeting is about, shown on its Overview tab.
Repeat	Optional. Makes the meeting recur on a schedule. See Setting a Repeat.
Attachments	Optional. Files that go with the meeting, such as a slide deck or a document to read beforehand.

Setting a Repeat

Click Add Repeat to open a dialog and define the frequency:

Every X days. A plain arithmetic frequency.
Every X weeks. On specific day(s) of the week — e.g. every Monday, or every Monday and Thursday.
Every X months. Anchored either to a calendar day (e.g. day 6 of the month) or a weekday position (e.g. the first Thursday of the month).

Visibility

A meeting without connections only exists in the personal calendars of its Organizers and Participants. Nobody else sees it, so there is no visibility setting to choose.

Once you connect the meeting to a context, you choose who can see it:

Public. The meeting appears in the connected context's calendar and everyone can see it. Seeing a meeting doesn't mean being able to edit it, which requires a role (see Roles & Permissions).
Confidential. Only the meeting's Organizers and Participants can see it, even on an otherwise public context's calendar.
Confidential to context. The meeting's Organizers and Participants, plus the members of the connected context, can see it. Nobody else can.

To delete a Meeting, use its More Options button and choose Delete. You'll be asked to confirm.

Calendars and connections

Every meeting happens in a context. A context is a Committee, an Initiative, a Target, a Target House, a Project, or an Analysis (CVA).

Every context has its own calendar. Every person has a personal calendar, plus access to the calendars of every context they have access to — a Committee, a Project, a Target, and so on.

Connecting a meeting to a context places it in that context's calendar — and every Decision and To-do created in that meeting flows into that context's Related Decisions and To-dos. A meeting created from within a context is connected to it automatically.

Wikis are the one exception: they can't be connected to a meeting. Contexts are where work happens, while a Wiki is an artifact — a place to record the work done.

My Calendar. If a meeting has no connections and only has members, it lands in My Calendar — your personal calendar, showing everything you're personally invited to.

Meeting-level and agenda point connections

A connection can be set at two levels. The level defines the scope, meaning which Decisions and To-dos flow into which context.

Connects the meeting as a whole. Every Decision and To-do created in the meeting, whether at the meeting level or on any agenda point, flows into the connected context.

Connects a single agenda point. Only the Decisions and To-dos linked to that agenda point flow into its context. For example, Agenda Point 1 can feed Project A while Agenda Point 2 feeds Project B, and neither receives the other's. A context connected at this level doesn't receive the Decisions and To-dos created at the meeting level.

The two levels are mutually exclusive: a context is connected at the meeting level or at the agenda point level, never both.

Meeting-level connections are set in the meeting form, and agenda point connections are set on the agenda points themselves, in the meeting's Overview tab. The meeting's detail page also has a Connections tab, where you can see everything the meeting is connected to, at both levels.

Committees

Committees live inside Meetings (Meetings → Committees), but function like a lightweight Project scoped purely to meeting purposes — a group of people responsible for something, or gathered for a reason. Like Projects and Initiatives, they're another way to group Decisions and To-dos under a shared context.

Creating a Committee

Go to Meetings → Committees.

Tap the Add (+) button.

Fill in the fields. Name and Unit are mandatory. You can also add Owners and Members.

A Committee's detail page shows the history of meetings held in its context, its list of Decisions, and its list of To-dos. You can also create meetings from within a Committee, and they are connected to it automatically.

Committees have their own calendar, exactly like Projects and Initiatives — the same meeting-to-context flow of Decisions and To-dos applies here too. Committees can also have Standard Meetings — see Templates and Standard Meetings.

To delete a Committee, go to More Options and select Delete Committee. You'll be asked to check a series of boxes confirming that you understand all of the Committee's information will be erased, all relationships with other elements will be lost, and all data will be permanently destroyed.

Please note: deleting a Committee also deletes every Decision created within it. This cannot be undone.

Templates and Standard Meetings

Templates are pre-structured meeting formats you can use to quickstart a meeting whose structure repeats — like a weekly project meeting that always reviews the same topics.

There are two kinds:

Templates. Content-focused formats available to the entire organization.
Standard Meetings. Contextual templates that can only be used for meetings within a specific context, such as one Project or one Initiative. See Standard Meetings.

Creating a Template

Go to Meetings → Templates.

Tap the Add (+) button.

Name the template.

A template holds an Agenda.

Template agenda points

Each agenda point in a template has a Title, a Duration in minutes, and a Description. Agenda points in a Standard Meeting also have a Presenter. Templates have no connections, attachments, Decisions, To-dos, or Comments of their own, since nothing has actually happened yet. Those only exist once a real meeting is created from the template, and you can connect it then.

Template permissions

A template has its own visibility and access model: Public or Confidential, with Owner, Editor, and Viewer roles. Viewer matters specifically when a template is Confidential — a Viewer can see it but not edit it.

Publishing a Template

A template must be published before it can be used — a deliberate gate, since templates can be marked Public while still being built. As an Owner or Editor, click the Publish button on the template. Once it's published, the button becomes Use template, and clicking it starts a new meeting from that template. Unpublished templates can't be used, regardless of their Public/Confidential visibility setting. The same applies to Standard Meetings.

Standard Meetings

Every context that meetings can be connected to has a Standard Meetings section, where its Standard Meetings are managed. That covers Committees, Initiatives, Targets, Projects, Target Houses, and Analyses (CVA), but not Wikis. A Standard Meeting is a template that can only be used for meetings within that specific context. When creating a meeting and selecting a connection, that connection unlocks its context's Standard Meetings alongside the organization-wide Templates — useful for something like a board meeting format that's specific to one Project.

Standard Meetings are the only templates that can hold two extra things, which regular Templates can't:

Standard members. People automatically pre-filled as participants whenever the Standard Meeting is used to create a real meeting.
Agenda point presenters. A Presenter can be set on each agenda point.

Standard Meetings follow the same permissions as Templates, with one addition: the visibility of the context applies first. If the context is Confidential, only its members can see its Standard Meetings. If the context is Public, everyone can see them, unless the Standard Meeting itself is Confidential.

Using a Standard Meeting is also gated by the context. Because it creates a meeting in that context's calendar, you need permission to manage the context, such as Project X, to use its Standard Meetings. Organization-wide Templates have no such requirement.

The Meeting Overview tab

The Overview tab shows:

Description.
Agenda. See Agenda Points.
Sidebar. The To-dos and Decisions connected to the meeting.

Agenda Points

Each topic in a meeting becomes its own agenda point.

Field	Description
Title	—
Presenter	Optional. Informational only: being a Presenter doesn't grant any permission to edit.
Duration	Optional. In minutes.
Connections	Optional. Set per agenda point, and can differ from the meeting's own connections — so a meeting with no meeting-level connections can still have each agenda point connected to a different Project, for example.
Visibility	Public or Confidential.
Description	—

Marking an agenda point Confidential makes every Decision and To-do linked to it confidential too — irrevocably, unless the agenda point is made public again.

Each agenda point also has its own comments, Decisions/To-dos, and attachments, scoped to that specific point rather than the whole meeting.

To delete an agenda point, use its More Options button and choose Delete.

[TODO] An Attendance feature is coming soon, covered in a separate guide.

Decisions and To-dos

Decisions and To-dos aren't unique to Meetings. Every context, whether a Committee, an Initiative, a Target, a Target House, a Project, or an Analysis (CVA), has its own, and so does every meeting. What follows applies to all of them.

Own vs. Related

Local Decisions and To-dos added directly within a context.

Decisions and To-dos that flow in from a connected Meeting, or specifically from one of its agenda points.

Decisions

Field	Description
Title*	Mandatory.
Description	Optional.
Status	Optional. Default values: No status defined, Preliminary decision, Final decision, Approval managing director, Finished — configurable per organization.
Type	Unanimous, Simple majority, or Qualified majority.
Visibility	Public or Confidential. If Confidential, only members of the context can see it, even if the context itself is Public.

Once created, a Decision also tracks its creation date, comments, and attachments.

To delete a Decision, use its More Options button and choose Delete. You'll be asked to confirm.

To-dos

Field	Description
Title*	Mandatory.
Responsible person	—
Due date	—
Description	What needs to be done.
Visibility	Public or Confidential, same rule as Decisions.

Once created, a To-do also tracks a status (commonly Ongoing or Completed — configurable), comments, and attachments.

To delete a To-do, use its More Options button and choose Delete. You'll be asked to confirm.

History

History is a log of everything relevant that changes in a meeting over time. It's a timeline of the changes, showing who made them and when. To open it, use the meeting's More Options button and choose View history.

Adding and managing Attachments

To add an attachment, go to the meeting's Attachments tab and tap the Add (+) button at the bottom-right of the page. You can then choose between four kinds of content:

Upload a file, such as a Word or Excel document.

Attach a website or a web file. Fill in the URL and a Title, both mandatory.

Like a URL, but without copying a link and coming back to paste it: choose from your existing Wikis and attach them directly, or create a new one.

Record the meeting from your browser. See Meeting transcripts with BRAIN.

Meeting transcripts with BRAIN

BRAIN is BRIDGE's AI. With it, a meeting's recording becomes a transcript, and the transcript becomes the meeting's protocol: the Decisions, To-dos, and agenda point notes that came out of it.

BRAIN may not be available to every organization, or may be sold separately. If BRAIN isn't available for your organization yet, get in touch with us to learn more about pricing and capabilities.

Recording a meeting

Open the meeting's Attachments tab.

Tap the Add (+) button and choose Recording.

Start the recording. A popover appears at the bottom of the page and records using your microphone. Your browser will ask you to allow microphone access.

Every recording made from within BRIDGE ONE is transcribed automatically.

Uploading a recording

If you recorded the meeting elsewhere, for example on your phone, upload the audio file as a File attachment. Hover over its card in the Attachments tab and click Generate transcription. Uploaded recordings aren't transcribed until you do.

Generating the protocol

Once a transcription is ready, BRAIN can read it and pull out the Decisions, To-dos, and notes for the agenda points.

Generate the protocol. Open the transcription's More Options button and choose Generate AI protocol.

Review what BRAIN found. A dialog lists everything BRAIN understood from the transcription. You can check each item and change it, so you can curate the list until everything is up to standard.

Accept. BRAIN creates all the Decisions, To-dos, and agenda point notes in the list.