Create Meetings

Click Create meeting to add a meeting. This is the first step in the workflow. Fill in details, invite attendees and prepare your agenda. Once invited, attendees can see the details.

Once created, even without a title or details, it appears on the Meeting series list. Click the title to open and edit.

In this topic:

• Meeting Details
• Add a Video Conference Link
• Invite People
  • Share the Agenda
  • Add a Meeting to a Calendar
• Meeting Discussion
• Add References
• What's Next

Meeting Details

Once you click Create meeting, you can edit the meeting’s details.

Fill in the title, date, time and location by clicking the pencil icon .

Add a Video Conference Link

To add a video conference link, click Add link and choose Microsoft Teams or Zoom.

• For Microsoft Teams: Edit the generated link using the pencil icon .
• For Zoom: Sign in to your Zoom account and authorise Autodesk Forma on first sign-in.

Learn more: Video Conference Links.

Invite People

Add attendees to your meeting and assign their roles:

1. Click Invitees .

2. Click Add invitees.

3. Select members or create a non-member.

   Note: By clicking Create non-member, you'll add invitees that aren't the project's members. Add their name, company and email. Those non-members won't be added to the project.

4. After adding invitees, select Confirm.

Members and non-members are added automatically to the Invitees list. By clicking the More menu next to their name, you can:

• Assign the Organiser role to members. See Meetings Permissions for details on user roles and what each can do.
• Remove an invitee from the list.

Share the Agenda

Adding invitees does not email an invitation. To share the agenda with invitees:

1. Click the More menu .
2. Choose Share with invitees. The new window opens.
3. Choose to share through:
   • Email with a link to the meeting
   • Designated link to the agenda in Forma Build
4. If shared through email, click Share to finish.

Add a Meeting to a Calendar

You can add a meeting to your own calendar for better scheduling. To do so, click the More menu and choose the Add to calendar (.ics) option.

Meeting Discussion

The discussion consists of topics containing meeting items. For example, a topic called Safety could contain items for safety issues or concerns about equipment availability. Add references to items for easy access to relevant information.

Within Meeting discussion, after you name the topic, click Add item to add items. Pressing the Enter key while in an item creates a line for the item, not a new item. To create another item, click Add item once again. Each item gets the Open status, which can be changed.

Once items have been created: add a due date, assignees or reference items to items using the More menu .

You can also delete an item or topic by clicking the icon.

Add References

To view and manage meeting references, click . Clicking a reference under an item opens the reference drawer. Files open in a new browser tab; RFIs and issues open in the respective tools.

• Meeting references: add documents or sheets relevant to the entire meeting.
• Item references: attach Files, Sheets, RFIs, Issues, Photos, Submittals, Assets, Forms, Schedule items, Plan Tasks or Cost Management items to individual meeting items from the More menu .

Learn more: Meeting References.

What's Next

After creating your meeting:

• Run your meeting and track attendance