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Meeting Management
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Meeting Management · Available now

Keep project meetings and their follow-through together.

Meeting Management keeps project meetings connected to agenda topics, assigned actions and follow-ups. A project manager can schedule a meeting, name its organizer, mark its progress and review action work alongside the project.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive Projects
Meeting Management · Projects

Active Projects

Projects in one list

New project
Projects in view
6
Active
6
Project codeProject nameStatusOwnerStart dateEnd date
PRJ-2026-021Riverside clinic renovationActiveOliver Grant20 Oct28 Oct
PRJ-2026-022Westport warehouse expansionActiveNina Petrov26 Oct31 Oct
PRJ-2026-023Northline customer portalActiveNina Petrov24 Oct01 Nov
PRJ-2026-024Cedarfield onboarding programActiveTomas Rivera23 Oct30 Oct
PRJ-2026-025Mobile field rolloutActiveAmelia Chen19 Oct27 Oct
6 of 6 records
PRJ-2026-021Projects · PRJ-12535
Active
Project nameRiverside clinic renovation
OwnerOliver Grant
Start date20 Oct
End date28 Oct
Approve attendancePRJ-12535 · PRJ-2026-021

The approval workflow checks submitted hours; the Attendance Approver reviews the recorded outcome.

Waiting for Attendance Approver
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
15
Roles with set permissions
6
Reports and dashboards
9
Features

Meetings and the work they create

Every feature works on the same records. Pick one to see the screen your team works in.

Meetings

Meeting schedule for project meetings and delivery work.

  • Set the context
  • Keep the handoff visible
  • Review exceptions
  • Projects
  • Meetings
  • Team members
Explore meetings
OverviewMy Meetings
Meeting Management · Meetings

My Meetings

Meetings

New
Meeting titleProjectStart dateEnd dateStatus
Riverside clinic kickoffRiverside clinic renovation28 Oct01 NovNot started
Warehouse expansion design reviewWillowbrook service redesign25 Oct03 NovIn progress
October delivery statusHarbor data migration12 Oct15 OctBlocked
Customer onboarding retrospectiveEastbank office relocation17 Oct19 OctDone
Mobile rollout steering committeeMobile field rollout17 Oct24 OctNot started
6 of 6 records
Riverside clinic kickoffMeetings · MTN-27913
Not started
ProjectRiverside clinic renovation
Start date28 Oct
End date01 Nov
Example screen with sample data
Process

From planned meeting to verified issue

Meeting to verified follow-up ships ready to use. One step needs a named approval before the work moves on: Approve attendance (Attendance Approver).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Plan meeting

    Choose the project, organizer and meeting dates.

    PRJ-2026-021PRJ-12535 · Meeting Organizer
    Plan meetingBy Meeting Organizer

  2. Prepare agenda

    Name project topics, owners and due dates.

    PRJ-2026-021PRJ-12535 · Meeting Organizer
    Prepare agendaBy Meeting Organizer

  3. Hold meeting

    Record progress and the discussion context.

    PRJ-2026-021PRJ-12535 · Meeting Organizer
    Hold meetingBy Meeting Organizer

  4. Assign actions

    Give meeting work an assignee and due date.

    PRJ-2026-021PRJ-12535 · Project Manager
    Assign actionsBy Project Manager

  5. Approve attendance

    Review submitted positive hours and record the decision.

    PRJ-2026-021PRJ-12535 · Attendance Approver
    Approve attendanceBy Attendance Approver
    ApprovalThe approval workflow checks submitted hours; the Attendance Approver reviews the recorded outcome.

  6. Triage follow-up

    Move a raised issue with severity into triage.

    PRJ-2026-021PRJ-12535
    Triage follow-up

Start with Meeting to assigned work

Inside a record

One project context for each handoff

Open any project to see its action items, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Project name, Owner, Start date and End date.

  2. 2
    Action items

    Each line is linked to this project.

  3. 3
    Who works on it

    Admin, Project Manager and Meeting Organizer, each with their own permissions.

  4. 4
    Process stages

    Plan meeting and Prepare agenda, with the role that acts.

  5. 5
    Approvals

    Approve attendance, with who decides.

Active ProjectsPRJ-2026-021
Meeting Management · Projects

PRJ-2026-021

Riverside clinic renovation · Active

Log activity
1
Record details
Project nameRiverside clinic renovation
OwnerOliver Grant
Start date20 Oct
End date28 Oct
2
Action items

PRJ-2026-021

Action item keyTitleMeeting
ACT-2026-118Confirm clinic floor plan sign-offRiverside clinic kickoff
ACT-2026-119Send revised warehouse estimateWarehouse expansion design review
ACT-2026-120Resolve portal login feedbackOctober delivery status
Action items
6
3

Who works on it

  • AdminManage Users, team members, Organizations, Projects
  • Project ManagerManage Projects, Meetings, agenda items, action items…
  • Meeting OrganizerManage Meetings, agenda items, action items
4

Process stages

  • Plan meetingMeeting Organizer, Project Manager
  • Prepare agendaMeeting Organizer
5

Approvals

  • Approve attendanceAttendance Approver
    Approved
Example screen with sample data
Approvals

Review submitted hours with a recorded decision

OverviewApprovals
Meeting Management · Overview

Approvals

Signed in as Attendance Approver

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • ATT-47620Cedarfield onboarding program
    Requested by Maya Sethi
    Billable2dActions
  • ATT-44860Eastbank office relocation
    Requested by Leila Farouk
    Non-Billable4dActions
  • ATT-62678Harbor data migration
    Requested by Nina Petrov
    Billable2dActions
  • ATT-89551Northline customer portal
    Requested by Lucia Moreno
    Non-Billable4dActions

Who approves what

DecisionApprover
Approve attendanceReview submitted positive hours and record the decision.Attendance Approver
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Meeting Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains access and reference records.

  • Manage Users, team members, Organizations, Projects
  • View Meetings, agenda items, action items, Attendance, follow-ups, Decisions, operation receipts, Risks, record attachments

Roles and permissions

Reports

See actions, hours and open issues

Read meeting progress, action workload, attendance outcomes and follow-up age.

Overview
Meeting Management · Overview

Meeting Management dashboard

This quarter

Meetings in view
6
Not started
3
In progress
3

Projects by status

How far records got this quarter

StageReachedStep
Planned28
Active1243%
On hold217%
At risk150%

Number of projects by status

Sample counts per stage

0
-60Planned
-20Active
0On hold
-40At risk
-60Completed
Example screen with sample data
  1. 01Meeting status by project

    Compare meetings marked not started, in progress, Blocked and Done within each project.

  2. 02Agenda coverage

    Which project topics were Met and which were Missed?

  3. 03Open action workload

    Group action items by assignee, meeting and current status.

  4. 04Overdue action review

    Find incomplete actions whose due date has passed.

  5. 05Attendance submission review

    Show entries still Submitted by team member, work date and project.

  6. 06Attendance approval outcomes

    Compare approved and rejected hours by project and team member.

  7. 07Follow-up severity and age

    Review open and triaged follow-ups by severity and reported date.

  8. 08Project meeting load

    Compare meeting counts and action counts across projects.

  9. 09Risk review

    Show open risks by owner, probability, impact and rating.

All reports and dashboards

Who it's for

Fit the project team you run

See how Meeting Management fits your kind of team.

Client delivery teams

Meeting records and follow-through for client delivery teams.

Internal program teams

Meeting records and follow-through for internal program teams.

Professional services projects

Meeting records and follow-through for professional services projects.

Controls

Keep guarded decisions traceable

Each stage of meeting to verified follow-up names the role that acts and the status it records, so a change is never anonymous.

OverviewMeeting to verified follow-up
Meeting Management · Process

Meeting to verified follow-up

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
8
Hold meeting
Meeting Organizer
StatusNot started → in progress
RecordsMeetings
Record agenda outcomes
Meeting Organizer
StatusPending → Met
RecordsAgenda items, Meetings
Assign actions
Project Manager
StatusBacklog → in progress
RecordsAction items, Team members, Projects
Meeting to verified follow-up
  1. Start
    Hold meetingNot started → in progress
    Meetings
  2. Step
    Record agenda outcomesPending → Met
    Agenda items
  3. Step
    Assign actionsBacklog → in progress
    Action items
  4. Step
    Submit attendanceDraft → Submitted
    Team members
  5. Approval
    Approve attendanceSubmitted → Approved
    Operation receipts
Example screen with sample data

See each stage in detail

AI agent

Prepare the next review with Proto

Prepare meeting work and review project exceptions with Proto.

It can

  • Meeting Organizer: List pending agenda topics for an active project before its next meeting.
  • Project Manager: Show blocked action items with their assignees and due dates.
  • Attendance Approver: Gather submitted entries by work date and project for review.
  • Delivery Lead: Find fixed follow-ups waiting for verification.

Stays with a person

  • The accountable people review recorded hours and approval outcomes, change meeting and action status, and verify a fixed issue.
  • Proto can gather the relevant records and prepare the next step within the user's permissions.
  • Check the entry status alongside the decision subject reference and operation receipt.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Meeting Management
  • Calendar
  • Conferencing
  • Document storage
  • Identity
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Meetings3
  • Agendas3
  • Action items4
  • Attendance6
  • Follow-ups5
  • Decisions and evidence5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Choose the pilot project

    Name the project manager, meeting organizer, attendance approver and delivery lead.

  2. Prepare the records

    Load organizations, team members and the project before importing meetings or assigned actions.

  3. Run the meeting

    Prepare pending agenda topics, hold the meeting and assign work with owners and due dates.

  4. Rehearse guarded work

    Submit positive hours to trigger approval and raise a follow-up with severity. Repeat with invalid hours and missing severity to inspect failed receipts.

  5. Review the handoff

    Compare project, owner and status across each saved list and its source record before opening the next project.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Meeting Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Meeting Management for your business. Pilot one active project, its next meeting, an assigned action, a submitted attendance entry and a raised follow-up.

Can I plan meetings against a project?

Yes. Each meeting belongs to a project and can record its organizer, start and end dates, planned hours and current status.

What happens to agenda topics after the meeting?

An owner can mark a project agenda topic Met or Missed. Create an action item against the meeting for work that needs an assignee and due date.

How do people find their assigned work?

My Action Items shows work by assignee. The Task Board by Status groups action items from Backlog through Done.

How are attendance hours approved?

A team member submits an entry with a work date, project and positive hours. Setting it to Submitted triggers the approval workflow, which checks positive hours and records a decision and operation receipt. The Attendance Approver reviews the outcome.

What if an approval attempt fails?

The attempted operation receives a Failed result when hours are not positive or the entry is no longer Submitted. Review the entry and receipt before trying again.

How are follow-ups triaged?

An existing Open follow-up with severity moves to Triaged through the triage workflow. The operation receipt records the result.

Can we review project exceptions together?

Exception Triage brings overdue work, fixed issues awaiting verification and leading open risks into a queue with paths to their source records.

Can we connect calendars and conferencing?

During setup, choose any calendar or conferencing service your team needs and agree how staff will handle invitations.

What drives the cost?

See the pricing page for the current platform policy and usage terms.

Set up Meeting Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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