In one sentence
A Meeting record holds the agenda, attendance, minutes, and the actions that came out of the meeting — connected to NCRs, audits, risks, and documents the meeting touched, so the audit trail stays joined-up.
- Actions raised in the meeting are real Action records. They show up in each assignee's Actions view automatically.
- Meetings have a dedicated Access tab, not just a modal — useful when confidentiality matters.
- AI minutes can draft the meeting record from a transcript or notes — see AI Meeting Minutes.
Creating a meeting
There are two ways in:
- New Meeting from the meetings list — manual entry. Set title, date / time, location, and attendees from scratch.
- Import from calendar — pick a meeting that already happened on your Google or Microsoft calendar; QFormance creates the record with the title, time, attendees, and (when available) the transcript already attached.
For manual entry:
- Click New Meeting from the list.
- Set title, date / time, and location.
- Add attendees and mark attendance.
- Record minutes and discussion notes.
Meetings use multi-facility, multi-department scope. See Facility & Department Scope.
Import from your calendar
If you connect Google Calendar or Microsoft Calendar from your profile, you can import meetings that already happened directly into QFormance — pre-filled, with the transcript pulled in if your meeting tool produced one.
Connecting a calendar
Go to your Profile → Integrations and authorise Google Calendar or Microsoft Calendar (or both). The OAuth scopes are calendar-only — separate from the SSO scopes used for sign-in. See Single sign-on (SSO) for how the two flows differ.
Importing an event
From Meetings → New meeting → Import from calendar (the dialog button at the top), you'll see a 7-day window of recent events across every connected calendar. Step the window backwards up to 21 days; older than that and the picker stops looking.
Click Import on any event and QFormance creates a meeting record with:
- Title, date and time copied from the event.
- Attendees mapped to org users where the email matches; unmatched attendees go in as plain attendees you can edit.
- Transcript, if your meeting tool produced one — Teams transcripts in particular take a few minutes to materialise after the meeting ends.
The transcript lands as a meeting attachment and is also picked up by AI Meeting Minutes — so a typical flow is import event → click Summarise with AI → review draft minutes → save.
QFormance waits about 15 minutes after a meeting ends before showing it in the import picker. That's intentional — it gives Teams transcripts time to appear in Microsoft Graph. Importing the moment the meeting ends often pulls a meeting with no transcript attached, and you'd have to re-import later.
Already imported
If another user in your org has already imported the same calendar event, it shows up in the picker with an Already imported as MTG-xxxx badge. Click through to the existing meeting rather than creating a duplicate.
Detail tabs
| Tab | What lives here |
|---|---|
| Overview | Summary, access card, scope |
| Details | Core fields |
| Attendees | Attendance tracking |
| Actions | Action items raised in the meeting |
| Attachments | Supporting files |
| Links | Connections to NCRs, audits, risks, documents, and products |
| Access | Dedicated tab — not just a modal (see below) |
| History | The unified record-history feed — see Record history |
Dedicated Access tab
Meetings lift access control into a full Access tab — not just a sidebar modal — because meetings frequently have confidentiality requirements the sidebar layout can't comfortably handle. The tab shows the full Access panel plus a principal-list view.
A compact Access summary card still lives on Overview for a glance-check, with an Edit → shortcut into the tab.
Actions in meetings
Create actions during the meeting:
- Assign to team members with due dates.
- Track status (Open / In Progress / Completed / Canceled).
- Actions roll up to each assignee's Actions view automatically.
A common pattern: paste the rough notes, run AI Meeting Minutes to draft structured minutes and a list of agreed actions, accept the actions you want, edit anything else.
Linked items
Connect meetings to:
| Module | Why |
|---|---|
| NCRs | Review non-conformances and import their actions |
| Audits | Review findings and import actions |
| Risks | Review and discuss risk items |
| Documents | Reference relevant documents and reviews |
| Products | Tie the meeting to specific parts, SKUs, or equipment under review |
Links are bidirectional — the meeting shows the linked record, and the record shows the meeting.
Closing a meeting
Closing the meeting locks the record. Use it once minutes are finalised and actions are assigned, so the record settles into the audit trail.
If your organization has Require passkey for approvals turned on, closing a meeting prompts for a fresh passkey confirmation. The confirmation lasts 5 minutes. The user closing must have at least one passkey enrolled — see Auth policy and Passkeys.
If you delete a meeting
An open meeting can be deleted from its detail page; it lands in Trash for 90 days where an admin can restore it. Minutes, attendees, actions raised in the meeting, links to other records, and attachments all come back together on restore.
Closed meetings are permanent. Once locked, the meeting is part of the record of what was decided; it can't be deleted directly. Reopening a closed meeting is a logged action; from the reopened state it can be deleted.
See Soft-delete — how it works.
Finding meetings in the list
The meetings list page has a filter for every column right in the table header — narrow by status, scope, date, and so on, all at once. A count of matching meetings sits in a footer strip below the table, so you always know how big the set you're looking at is.