• Select an existing site, or enter a site name, an address, or both. Existing sites are linked automatically where possible.
• Add attendees and capture their signatures where required. Duplicate selected workers are hidden from attendee pickers.
• Previous Meeting Minutes can load unresolved minutes from approved earlier meetings and New Business from earlier saved Draft or Approved meetings. Use This Site for the selected site or All Sites for wider unresolved items. Carried-forward items show the original site once only, stacked prefixes are stripped, each item keeps a hidden tracking code, and once an item is marked Completed = Yes in any saved meeting — including a Draft — it is not loaded again.
• Offline Field Use: Previous Meeting Minutes can use the 7-day meeting pack prepared from Dashboard. New/recent meetings can be opened and saved offline; attachments, Print, Draft PDF and Approve require internet.
• When a Previous Meeting Minute is marked Completed = Yes, the Completed Date auto-fills to today if it is blank and can still be changed manually.
• New Business Assigned To uses the same worker search style as attendees and stores the selected worker behind the scenes.
• New Business can be added or removed until approval.
• Inspection Issues are loaded separately from Previous Meeting Minutes. Use This Site or All Sites; unresolved issues can appear again at later meetings until completed.
• Incidents / Near Misses are pulled from Incident Reports rather than typed into the meeting. Use This Site or All Sites; new incidents since the previous Safety Meeting and older Pending incidents are included.
• Attach files/photos as evidence. Uploads are limited to 20MB and unsafe file types are blocked.
• Save stores the meeting as a draft. Draft PDF and Approve appear after saving for authorised users.
• Draft PDF and Approve require the current Completed By signature. Save does not permanently keep an old Completed By signature.
• Approve is two-step: click Approve, read the popup, then click Confirm Approve. Approval creates the final PDF, saves the Completed By signature, and locks this safety meeting permanently.
• Print uses the current form without opening an extra about:blank tab. Approved meetings reopen read-only with Print and Close only. Email is sent from the Meetings database page after a Draft or Approved PDF exists.