Meeting Register

Record meetings, track decisions, and link them to actions.

The meeting register lets you record meetings, capture decisions, and link actions to agenda items. It creates an audit trail of your governance and management meetings.

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Why Use the Meeting Register

Auditors want to see that your RTO has functioning governance arrangements. The meeting register provides evidence of:

• Regular governance and management meetings

• Documented decisions with clear approval

• Actions that flow from decisions (tasks, risks, improvements)

• Who was involved and when

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Enabling the Meeting Register

The meeting register is optional. To switch it on:

1

Go to RTO Settings → Meetings

2

Turn on the Meetings Feature toggle

Once enabled, Meetings appears in your main navigation for all staff.

Only Compliance Admins can enable or disable this feature.

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Creating a Meeting

1

Go to Meetings and select Create

2

Enter the meeting details:

• Title — a clear name for the meeting

• Date and Time — when the meeting will occur

• Category — choose from Governance / Executive, Operational / Management, or General / Project

• Description (optional) — purpose and objectives

3

Select Create

New meetings start with Planned status.

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Choosing the Right Category

Use categories to organise your register and filter during audits:

Category	Use for
Governance / Executive	Board meetings, executive reviews, strategic decisions
Operational / Management	Team meetings, departmental reviews, operational planning
General / Project	Project meetings, working groups, ad-hoc discussions

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Adding Agenda Items and Attendees

Open the meeting to add:

• Attendees — search and add staff members or external stakeholders

• Agenda Items — add discussion topics with optional notes

You can reorder agenda items using the move controls.

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Recording Decisions

During or after a meeting, add decisions to each agenda item:

1. Open the meeting and select an agenda item

2. Add a Decision with what was decided and who approved it

3. The system records when it was added and by whom

Decisions create a formal record of what your governance body approved.

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Linking Actions to Decisions

Each agenda item can link to:

• Tasks — compliance or operational work to complete

• Risks — new or existing risks to manage

• Continuous Improvements — improvement initiatives arising from the discussion

• Documents — meeting papers, reports, or evidence

These links show auditors that your governance decisions result in concrete actions.

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Meeting Status

Meetings progress through three statuses:

Status	When to use
Planned	Before the meeting takes place
In Progress	During the meeting
Completed	After the meeting is finished

Once a meeting is marked Completed, you can't add or remove agenda items, decisions, or actions. This preserves the audit trail.