There are two sides to the creation and management of Safety Meetings: the creation and administration of Meeting Types from the Admin dash, and the creation and facilitation of Meeting instances from the Worker dash. It can be a little tricky to set your Safety Meetings up, but follow our guide and you'll be well on your way to meeting safely!
Creating a Meeting Type
To start, on your Admin dash, you can create your Meeting Type. This is a general template you create to include the broad categories of information you want discussed or included in your meetings in the future.
The top of the page asks you to create a Meeting Type Name. This name will appear in the list to be selected when creating an instance of this meeting, to make sure the name is clear and makes sense for those who may be seeking it.
Beneath the Name you will see a box in the middle of the page for your Default Agenda or Notes. This text box allows you to create a template of text and/or images to be included in every instance of this particular Safety Meeting. There is currently no button to attach an image, but you can copy and paste images into the text box itself. The text and/or images that will appear in the Safety Meeting instance will be editable, so facilitators of meetings can input their own content here or remove anything that was included by default.
On the right side of the page, you'll see a box for Meeting Details. In this box, you'll need to choose a Default Start Time, a Default End Time, and a Meeting Description. The Default Times can be changed by someone scheduling a meeting, so if you hold this particular Meeting Type at a usual time, this field can be useful to provide a baseline for scheduling, but otherwise can be generally anything that fits.
Beneath the Meeting Details box is a Meeting Content box with several toggle options. Each of the listed items can be made relatable to a Meeting instance. You can also check the Make Required box at the bottom of each option to require the relation of one of those items to each instance of the Meeting Type. You can include Procedures, Incidents (including Hazard IDs and Near Miss reports), and completed Inspections. You can also choose to make the option to create an Action Item from the Safety Meeting instance an option by toggling the option at the bottom of that column. The Make Required checkbox will require the meeting to have at least one Action Item created for an instance to be submitted.
Once you are happy with the Safety Meeting Type you have created, be sure to hit Save Meeting Type in the top right corner of your screen! This Meeting Type will now appear in your Meeting Types list in your Admin Safety Meetings component.
Assigning a Safety Meeting Type
For a Safety Meeting Type to appear as visible for any Workers, you'll need to assign it to the locations within your organization! After you have saved the Meeting Type, the Assignments & Frequency tab at the top of the window will become available. In the Assignments & Frequency tab, you can assign the Meeting Type to be available at any of the Locations in your organization. You can choose:
N/A: this will keep the Meeting Type from being visible to Workers on the Worker side.
Optional: this will allow Workers to see the Meeting Type in the list, but will not mandate that the meeting be held on a schedule
Required Every: this will make the meeting required at the frequency you set using the dropdown options that will appear. You can type in a number in the numeric field and select day(s), week(s), month(s), or year(s) as your interval.
Your Workers will now be able to see and schedule your Safety Meeting Type from the Worker dash!
Scheduling and Holding a Safety Meeting
Now that you've created a Safety Meeting Type, you can schedule specific instances of that Meeting Type for your Workers to attend. This needs to be done from your Worker Dash.
Click into the Safety Meetings component from your Worker dash. Find the Meeting Type you want to hold in the list, and click into it. You'll be presented with a list of the Locations you made the Type available within. Find the Location you want to create a Meeting instance within, and click into it. A new page will open for that Meeting Type at that Location, and in the top right corner you'll see a button that says New Meeting. Click that option to create your meeting instance.
A screen will open for you to tailor the details of your particular meeting instance. This screen will look similar to the screen to create the Safety Meeting Type, but it's just a little bit different.
You can add or remove any information from the default meeting minutes. You can change your meeting details in the box on the right, including the meeting times, the date, who the meeting was completed by and who the meeting was chaired by (in case they differ).
Beneath that, you can add any related Procedures, Incidents, and Inspections using the Topics Discussed box. If these are necessary, you will see a red Required warning. Under the Topics Discussed box, you can add any related Action Items, and the same Required warning will appear here is set as such in the Safety Meeting Type.
Once you've entered the details for the particular Meeting instance, you'll need to add Attendees for your meeting! Click into the Attendance tab at the top of the window. On the right side of the page, you'll see a blue button that says Add Worker. Click that, and you can add any Workers you want attending the meeting.
You can include Workers by individual name, by Location, by Division, or by Position. You can also add guests (those present who are not part of your Workhub account) using the Add Guest button. You can add or remove workers and guests up until the time the meeting is actually held. You also have the option to mark Workers as having Attended the meeting from the Add Worker button in case you are creating the meeting instance after the meeting has already been held. You can add Attendees to the meeting before the meeting starts and while the meeting is listed as In Progress, but after the meeting has been ended, you won't have the option to add any Workers as Attendees.
It is important to note that if you are creating a Safety Meeting instance that was already held, you should mark your Workers as Present in this Add Attendees pop-up. Workers are able to go into a past instance of a Safety Meeting and mark themselves as present, but if you are creating a record of a past Safety Meeting and any of the Workers no longer work with your organization, there is not currently a method as an Admin to mark those Workers as having been present. They will permanently show as having been absent.
Once the Attendance has been added and you are happy with the details, make sure you hit Save Meeting in the top right corner of the Overview page.
Once the meeting has been saved, you'll see a button appear on the page: Start Meeting will allow you to list the meeting in progress. If you have started the meeting in error, an Undo button will appear in that place of the Start Meeting button alongside an End Meeting button. A bar will also appear along the top of the meeting instance overview showing the meeting in progress. You can mark yourself present using the Mark as Present Button in that bar. Once the meeting has concluded, you can hit End Meeting which will then list is as Pending Approval.
For Workers who were listed as Attendees for the meeting, they should see a bubble in their Safety Meetings component along the top of the main window for My Meetings. Clicking that bubble will change their page to display meetings their attendance is needed for. If the meeting has already occurred, the worker will need to look under the bubble for Scheduled at My Location and find the meeting they were scheduled to attend. They can Acknowledge the meeting, which will mark them as having attended.
Approving a Safety Meeting Submission
Once a meeting has occurred (been started and ended), it will be listed as Pending Approval on the Admin Dash. A reminder will appear on the Safety Meetings component to remind admins there are Meetings to approve!
You can open Safety Meetings and navigate to the Submitted Meetings tab to review submissions. You can click into each submission, review the meeting minutes, and review the attendees. You can choose to Approve Submitted Meeting in the submission, as well as download a PDF of the Meeting Minutes. This PDF will include the Meeting Minutes, any Topics Discussed, any related Action Items, and a list of the Attendees and their current attendance status.
Safety Meetings Settings
With Safety Meetings, you can tailor settings for the component as a whole and for individual meeting types.
At this time, for a Worker who was not listed as an attendee to be able to acknowledge any past meeting instances, you'll need to access the Settings for Safety Meetings from your Admin dash, and choose Yes under the setting "Are non-invitees allowed to acknowledge this meeting". Workers should be able to view (though not acknowledge) Safety Meetings on the Worker side through the Safety Meetings component just by clicking into the component and reviewing the items in the list.
If you are having issues with the Safety Meeting type not being visible on a Worker's dash, be sure to check the settings for the Type itself, as the settings for the Meeting Type will supersede the settings chosen for the component as a whole.