Tutorial 6: Run a Health & Safety Meeting

This tutorial covers the full meeting lifecycle: set up a recurring safety committee once, then run each monthly occurrence end-to-end — agenda in, minutes and actions out, next month scheduled automatically.

By the end you will know:

How to schedule a recurring meeting with a chair and attendees.
How to draft an agenda by hand or with SteadyBot.
How to record attendance and capture minutes.
How to raise actions arising and link them to the meeting.
How marking a meeting held rolls a recurring series forward.

Before you start

You’ll need at least one site and a few people to add as attendees.

Step 1 — Create the meeting

In the sidebar, open Meetings, then click + Meeting. The wizard opens on the Identify tab.

Fill in:

Title — Monthly safety committee.
Description — Standing committee reviewing hazards, incidents, and outstanding actions.
Site — your site.
Type — pick a committee classifier if you have one.

Step 2 — Schedule it and make it recur

Move to the Assign tab:

Chair and Minute-taker — pick two people.
Scheduled date — the first meeting date; Start time 10:00; Duration 60.
Repeat — turn on, Frequency Monthly, Basis Anchor.

Anchor vs recent. Anchor keeps the cadence pinned to the scheduled date, so a “first Tuesday” committee stays on the first Tuesday even if one month runs late. Recent counts forward from the day you actually held it. For a standing committee, anchor is right.

Step 3 — Add attendees

On the Attendees tab, click Add attendees, tick the committee members (or Select all), and Add. They join the register as Invited. Click Create Meeting.

You land on the meeting’s detail page.

Step 4 — Draft the agenda

Open the Agenda tab. You can type the agenda by hand, or click the SteadyBot draft button.

What SteadyBot uses. It builds the agenda from your organisation’s current hazards, incidents, and actions, plus this meeting’s purpose and duration — so the open items worth discussing are already on the page. Always review and edit the draft; it’s a starting point.

Step 5 — Hold the meeting

When the meeting runs:

On the Attendees tab, mark each person Present, Apologies, or Absent.
On the Minutes tab, write up what was discussed and decided.

Step 6 — Raise actions arising

For each decision that needs follow-up, go to the Related tab, add a related item, and + Create new → Action. Give it an owner, a due date, and a priority, then save. The action is created and linked to the meeting in one step — visible on both.

Step 7 — Mark it held and roll forward

Use the Status control and choose Mark as held. Because this is a recurring meeting, a Schedule next dialog appears with next month’s date. Confirm.

SteadyOn creates next month’s occurrence (#2), carrying the recurrence settings forward, while this one is recorded as held. Open it and you’ll see Recurring occurrence #2 with a Previous link back to the meeting you just ran.

What you’ve learned

A meeting carries an agenda in and minutes + actions out.
SteadyBot can draft the agenda from your live H&S data.
A recurring series advances when you mark an occurrence held or skipped — there’s no calendar auto-fill to get out of sync.