Using the meeting activity type

This activity is used when there is a meeting to be arranged.

Adding a meeting activity

To add an activity, see: Add activities to an action plan. 

Specify a name for your activity, and set the Activity Type as Meeting.

Meeting activity fields

The following fields are available to you in this activity:

• Completion mode*
• Instructions
• Evidence required
• Minimum No. Of Evidence
• Complete By *
• Planned Hours
• Activity Owner
• Documents
• Meet Online
• Create a Task

Completion mode

This field allows you to determine how the activity status is updated. You can choose from two options:

• When `All evidence is accepted`:  Activities are completed when all required evidence has been marked as accepted by the Coach.  The system automates status updates based on the requirement for that activity. (default)
• When `Work Coach decides`: The Coach can manually control the activity status.  This includes starting, continuing and completing the activity.  Please note that if evidence is set to be required this will still have to be provided before the Coach can set the activity to complete.

Instructions

Instructions that the leaner will see when looking at the Action Plan activity.

Evidence Required

Tick the “Evidence required” box if the activity requires evidence to be provided and marked in order for this activity to be completed. Defaults to 1 (checked).

Minimum No. Of Evidence

This field sets the minimum number of pieces of evidence required from the participant. The activity will not be set as complete until this minimum number is reached. This field is dependent on the Evidence Required field being selected.

Complete By*

You can specify the time before which they expect the activity to be completed by the participant. Specifying this field will place the activity in the correct chronological order on the action plan.

You can choose to specify the complete by time by month, week, day or date.

If you choose a date, the activity must be completed before that date.

If you specify a month, the activity must be completed within those many months from the start date of the program. For example, if you enter 1, the activity must be completed within 1 month from the start of the program. 

If you specify a week, the activity must be completed within those many weeks from the start date of the program. For example, if you enter 1, the activity must be completed within 1 week from the start of the program. 

If you specify a day, the activity must be completed within those many days from the start date of the program. For example, if you enter 10, the activity must be completed within 10 days from the start of the program. 

Planned Hours

This field shows the number of planned OTJ Hours that this activity is planned to take for the participant to complete. These hours are also displayed on the Commitment Statement at the start of the programme.

If OJT Hours do not apply to this activity, this field should be left as 0.

Activity Owner

Select the name of the person responsible for the completion of the delivery of this activity. Defaults to the primary coach.

Documents

These are any attachments that the participant needs to be given access to as part of the activity.

Meet Online

Tick this box if you want the ability to create a Teams meeting directly from the meeting.

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If you tick this box, you are presented with additional fields, where you must specify the meeting details.

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Create a Task

Tick this box if you want to create a diary entry. 

If you tick this box, you are presented with additional fields where you must specify the task details.

Where you are creating a Task, note the following: For the activity to be marked as complete, the Task has to be marked as completed by the Learner or Tutor. For more information, see: Marking a task as complete.