Meeting Register

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.

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

Enabling the Meeting Register

The meeting register is optional. To switch it on:

Go to RTO Settings → Meetings

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.

Creating a Meeting

Go to Meetings and select Create

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

Select Create

New meetings start with Planned status.

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

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.

Recording Decisions

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

Open the meeting and select an agenda item
Add a Decision with what was decided and who approved it
The system records when it was added and by whom

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

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.

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.