Let’s get started: select the desired project from the dropdown list at the top left, then click + New Meeting below the iPROT logo to open the dialog for entering the meeting details. In this dialog, you specify which meeting type the minutes should be created for, and when and where the meeting takes place. In the Subject field, you can optionally enter a brief description of the content.

You can freely set the number of the minutes in the Minutes number field. As soon as you exit the New meeting minutes dialog box by clicking on the Save button, the minutes number is saved and can no longer be changed.

In the Participants field, list all persons who attended the meeting. In the Mailing List field, specify all additional persons who should receive the completed minutes.

NOTE
All participants are automatically on the mailing list and therefore do not need to be entered a second time.

If persons are already in the iPROT user database, simply type the first letters of their name. A dropdown list will appear from which you can conveniently select the desired person.

If persons are attending a meeting who are new to the iPROT system, click the + Add Participant button and enter their first name, last name, company name, and email address in the input fields, then confirm by clicking Add. This adds the person to the iPROT user database. Remember to complete the remaining contact details (salutation, title, company, role, function, etc.) in the Users & Persons menu when convenient. Otherwise, the person’s details will be incomplete on the cover page of the minutes.

IMPORTANT
The + Add Participant function is not intended for adding a person who already exists in the iPROT user database to the Participants or Mailing List fields. To do that, simply type the person’s name directly into the Participants or Mailing List fields. Use the + Add Participant button only when you want to quickly add a new person to the iPROT user database without going through the menu and user database.

NOTE
Where possible, each person in iPROT should have a unique email address. All users who can log in to iPROT must have a unique email address. Other project participants who do not use iPROT directly but only receive minutes by email may share a common project email address, although this is not recommended for security reasons.

From the second set of minutes onwards (referred to as a follow-up meeting) within a meeting type, the effort required to fill in the participants and mailing list is significantly reduced: iPROT automatically carries over all entries from the previous set of minutes of the same meeting type, and you only need to make any necessary changes.

NOTE
For the automatic pre-filling of meeting details to work, you must first select an existing set of minutes of the desired meeting type in the first column of the iPROT interface. Only then click the New Meeting button.