# 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:
1
Go to [**RTO Settings → Meetings**](https://app.rtosafe.com.au/MeetingsSettings)
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.
*** ## Creating a Meeting
1
Go to [**Meetings**](https://app.rtosafe.com.au/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. *** ## Choosing the Right Category Use categories to organise your register and filter during audits:
Meeting register listing meetings grouped by category with status badges
| 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: 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. *** ## 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.