Meeting Management
- Decision Follow-UpConvert decisions into action items, assign responsible people, and set due dates
- Unified TimelineReplies, completion reports, confirmations, and returns are all recorded
- Official RecordsPublishing produces a versioned minutes PDF, with sign-in and signatures stored alongside
- Email NotificationsAssignments, reports, and returns trigger emails to the people who need to act
Problems & solutions
Minutes are a block of text and decisions never become action items, so afterward no one knows who is handling them
Select meeting content to create an action item, assign one or more people, and set a due date for each
Every decision has an owner and a deadline, and the list shows each meeting's open item count
The layout is rebuilt every time, and the style changes whenever someone else writes it up
Basic meeting details fill in automatically, with watermark, header, footer, and page numbers set uniformly
Whoever writes up the minutes uses the same format, so time goes to content rather than layout
The minutes are revised after being sent out, and no one can confirm which version is final
Publishing produces a PDF stored in File Management. Each edit adds a new version, and old versions are kept
Current and previous versions sit side by side, so in a dispute you can show the version and the edit time
Afterward, no one knows where the sign-in sheet went, and proving attendance means finding the paper copy first
One row per person on the roster, with unsigned attendees listed. Workers and vendors without accounts can be added too
Attendance and signatures are stored with each meeting, so there's no scanning and filing of sign-in sheets
After assigning, the only way to chase is through messaging apps, and there's no record of whether anyone was reminded
The system sends emails on assignments, reports, returns, and similar actions, and the exchange stays on the same timeline
No chasing one by one, and the times of assignment, reply, and return are all on record
Features
Decisions become action items
Select a passage of meeting content and turn it directly into an action item, assigned to one or more people, each with their own due date.
Followed through to closeout
Replies, attachments, completion reports, confirmations or returns, and reassignments all stay on one timeline.
Meeting progress at a glance
The meeting list shows how many action items from each meeting are done and how many remain.
Meeting templates
Each project has its own template, and the meeting name, date, location, chair, and attendees fill in automatically.
Automatic versioning of official minutes
Publishing automatically produces a minutes PDF and stores it in File Management. Each edit adds a version, and old versions are kept.
PDF layout settings
Set the watermark, header, footer, and page numbers by company and by project. What you see on screen is what prints.
Online sign-in and signatures
One row per person on the roster, with people who haven't signed listed too. Your own row can pull in the signature you saved under "My Account." Signing for someone else requires them to enter their own IPCS password, and handwritten on-site proxy signatures are marked separately.
Add people without accounts
Add site workers and outside vendors by typing their names. They appear in the minutes and on the signature roster.
Email notifications
The system emails the people involved on assignment, completion report, return, reply, and confirmation, and when action items and meeting minutes are published.
Action item search, export, and statistics
All of a project's decisions appear in one list that you can search across fields and export to Excel or Word, with status statistics by meeting category and department.
vs. traditional methods
Sign-in, signatures, minutes, and attachments sit under one meeting, with no separate scanning and filing
Assignments, replies, and returns record the person and time, so whether someone replied can be verified
Produces official minutes with layout, watermark, and signature sheet that can go out as they are, not just notes
Published minutes allow only typo corrections and can't be returned, canceled, or deleted. Edits keep the before and after
Names, departments, and titles keep the data of the time, so content isn't rewritten after staff changes
Who it's for
Site managers and project managers
Decisions from site meetings and coordination meetings need someone to follow them through.
Supervision consultants and project management teams
Minutes go out as official documents that hold up to later verification.
Quality control and auditing
You can state who attended, who signed, who owns each decision, and when it was closed.
Managers overseeing multiple departments
See at a glance which decisions are stuck and which department to chase.
Want to see how it fits your jobsite?
Tell us about your type of work and how you manage it, and our consulting team will set up a free 30-minute consultation.