Part 1 · Communicating and meeting

Meetings

Prepare the agenda, run the meeting, record decisions and attendance, then deliver a meeting report that the client finds in their portal.

Symbifox 18.0 (September 2026 catalogue) · Modules: Meetings, Meetings client portal, Meetings / call archive, Customer experience: post-meeting feedback · Revised 2026-09-12

The Meetings application covers the whole life of a meeting: the agenda prepared and sent, the notes taken during the discussion, the decisions and attendance recorded, and the meeting report delivered to participants. It is for anyone who runs project or committee meetings: project managers, managers, assistants. What you get is a document in your colours, sent to the right people, with every decision tied to its project. A dashboard tells you at any time what remains to prepare and deliver.

Overview#

An agenda prepares an upcoming meeting: its objectives, its context, its topics with their duration and speaker, and the action items to discuss. A meeting report tells the story of the meeting held: the topics covered, the decisions with who made them, the attendance (present, absent, excused) and the transcript. Both are linked to the same calendar event and the same project. When you create a report from a meeting that already has an agenda, the two are linked and the project carries over, with nothing to retype.

Tracking works by exception: every meeting is presumed to need an agenda and a report, and the tracking list shows, step by step, where each one stands.

Meetings works with several applications. Every agenda and every report belongs to a project in Project, and that project's open tasks can add themselves to the next meeting. The event comes from Calendar, which flags meetings that still have no agenda. Decisions flow into the knowledge matrices of Knowledge base. The assistant described in Gen, the assistant pre-fills an agenda and refines a meeting report. A meeting held on a self-service booking comes from Appointments.

What Symbifox adds here is not a module grafted onto an Odoo application: Meetings is a complete application that does not exist in Odoo Community. Three modules complete it: the client portal, the link to archived calls, and the feedback request sent after delivery.

Configuration#

Access and permissions#

You grant access in Settings › Users & Companies › Users, on the Rencontres (meetings) line of each person's user form.

Settings#

These settings sit on the company, in Settings › Users & Companies › Companies.

Two more are set per person, on their user form: the Horizon des ordres du jour à préparer (horizon of agendas to prepare), in days ahead (90 at most), and the Horizon des comptes rendus en retard (horizon of overdue meeting reports), in days past (180 at most). They limit what the dashboard shows. Finally, Feedback après compte rendu (feedback after meeting report), in General Settings, turns on the feedback request that follows a delivery.

Base data#

Before you prepare a first meeting, check:

• the projects, since an agenda requires one;
• the calendar's event tags, which exempt a whole category of meetings at once (weekly team check-ins, work blocks) through the Sans ordre du jour formel (no formal agenda) and Exclure du tableau de bord (exclude from dashboard) checkboxes;
• the exclusions, if entire projects or entire contacts must never appear on the dashboard;
• the projects' knowledge matrices, if your decisions must flow into them.

Getting started#

This walkthrough prepares a follow-up meeting on one of Boréal's engagements, runs it, then delivers its report.

1. Go to Calendar, open the meeting planned with the client and select Créer OdJ (create agenda). The agenda opens, linked to the event.
2. Choose the Projet (project), check the Date and the Durée prévue (minutes) (planned duration), then enter the Objectifs (objectives).
3. In the Sujets (topics) tab, add three lines: the topic, its Durée (min) (duration) and its Intervenant (speaker).
4. Select Envoyer (send), check the recipients, then confirm. The agenda goes out with its document attached.
5. On the day, open the agenda and select Démarrer la rencontre (start the meeting). The note areas open, pre-filled with each topic's context.
6. Take your notes topic by topic, and add decisions as the discussion goes in the Décisions (decisions) tab.
7. Select Créer le compte rendu (create the meeting report). The notes, decisions and linked tasks move to the report, which carries over the project and the event.
8. Complete the Résumé exécutif (executive summary), select Importer présences (import attendance), add the Destinataires du rapport (report recipients), then select Marquer révisé (mark reviewed) and Envoyer le résumé (send the summary).

Result: the meeting report is sent with its document in your colours, the tracking list shows all seven steps completed, and the client finds the document in their portal.

Common tasks#

Prepare an agenda#

You prepare an agenda from the calendar meeting, which keeps the two linked, or from the application when no event exists yet.

1. Go to Rencontres › Ordres du jour (agendas) > Tous les ordres du jour (all agendas) and select New.
2. Enter the Titre (title), choose the Projet and the Date, and check the Client taken from the project.
3. Choose the meeting's Mode and the Langue (language), which controls the document and the email.
4. Enter the Objectifs, the Contexte (context) and, if needed, the Préparation (preparation).
5. In the Sujets tab, add one line per item, with its Durée (min), its Intervenant and its Notes / Contexte (notes and context).
6. Optional: select Cloner depuis la série (clone from series) to reuse the last occurrence of a recurring meeting.
7. Select Confirmer (confirm).

Result: the agenda moves to the confirmed state, its number of topics shows in the list, and you can print it with Imprimer PDF (print PDF).

Add a task to discuss at the next meeting#

A project task can add itself to the agenda, so nobody has to remember it on the day.

1. Go to Project › Tasks › All Tasks and open the task.
2. To attach it to a specific meeting, choose the agenda in Rencontre à venir (upcoming meeting).
3. For a flexible attachment, set Discuter à (discuss at) to the next eligible meeting, or to all of them while the task stays open.
4. From a task list, select Actions › Discuter à la prochaine rencontre projet (discuss at the next project meeting) or Discuter à la prochaine rencontre client (discuss at the next client meeting) instead.
5. On the task, select the Prochaine rencontre (next meeting) shortcut button to check where it will appear.

Result: the task appears in the agenda's Éléments d'action à discuter (action items to discuss) tab, in its document and in its email, and drops off by itself as soon as it is closed.

Send the agenda#

Sending does two things: it delivers the document, and it opens the window during which recipients can propose their items.

1. Open the agenda and check the Destinataires (recipients). If empty, the participants receive the email.
2. Optional: check Autoriser les contributions des destinataires (allow contributions from recipients) to include a proposal link in the email.
3. Select Envoyer to send directly, or Envoyer avec options… (send with options) to go through the email composer and add a message.
4. Check the sending banner on the form: it shows whether the email actually left.
5. If the agenda went out some other way, through an email program or by hand, select Marquer envoyé à la main (mark as sent manually).

Result: the sending state changes to sent, the departure date is recorded, and the content delivered is frozen as a reference point for comparison.

Collect and moderate proposed topics#

Between sending and confirmation, recipients can propose topics and notes from a token page, without an account.

1. Open the sent agenda and read the counter of proposed topics awaiting review.
2. Go to the Sujets tab: proposals show their origin and their author's name.
3. Open a proposal and read its content.
4. Select Accepter (accept) to add it to the official agenda, or Rejeter (reject) to keep it viewable but out of the document.
5. Select Confirmer when preparation is over: the contribution window closes.

Result: only accepted topics appear in the document and the email; pending proposals never do.

Run the meeting#

On the day of the meeting, the agenda becomes your notebook.

1. Open the agenda and select Démarrer la rencontre. An agenda still in draft is confirmed along the way.
2. Take your notes topic by topic, in the note area that opens under each one.
3. Use the Notes en direct (live notes) tab for anything that belongs to no topic.
4. In the Décisions tab, add one line per decision, with its Décideur (decision maker) and its Contexte.
5. Optional: select Ajouter une action (add an action) to create a task attached to this meeting on the spot.

Result: none of this appears in the agenda's document. These notes and decisions move to the meeting report when you create it.

Create the meeting report and record the meeting#

The meeting report takes over everything the preparation and the discussion produced.

1. Open the agenda and select Créer le compte rendu. From the calendar, Créer compte rendu (create meeting report) does the same thing.
2. Complete the Résumé exécutif, which opens the document.
3. In the Sujets tab, check the items covered and their Points clés (key points).
4. In the Présences (attendance) tab, select Importer présences to bring in the event's guests, then set each Statut (status) and each Rôle (role).
5. In the Éléments d'action (action items) tab, check the tasks that came out of the meeting and who owns them.
6. In the Matrice (matrix) tab, link decisions to the items of the project's knowledge matrix.
7. Select Marquer révisé.

Result: the meeting report moves to the reviewed state and waits for its recipients. Its decisions, attendance and action items can now be read in one place.

Send the meeting report#

Sending is what makes the meeting report exist for the client: it alone opens access in the portal.

1. Open the meeting report and fill in the Destinataires du rapport. Without them, nothing is sent.
2. Check the Langue, which controls the document and the email.
3. Optional: check Joindre la copie lisible par la machine (attach the machine-readable copy) if the other party also runs their meetings in Symbifox.
4. Select Envoyer le résumé to send directly to the listed recipients, or Envoyer avec options… to go through the email composer.
5. If the report was delivered outside Symbifox, select Marquer envoyé à la main, and Retirer l'envoi manuel (remove manual sending) if you did so by mistake.

Result: the email goes out with the document attached, the state changes to sent, the departure date is recorded, and the recipients find the meeting report in their client portal.

Call on the assistant#

The assistant prepares an agenda and reviews a meeting report. Both passes are for managers only.

1. On a draft agenda, select Pré-remplir avec Gen (pre-fill with Gen). The objectives, the context and a first list of topics fill in from the project and its history.
2. Follow the progress on the form; if it fails, select Relancer le pré-remplissage (restart the pre-fill).
3. On a meeting report, select Raffiner avec Gen (refine with Gen).
4. In Points à regarder (points to check), enter what the pass should also check: known corrections, useful context.
5. Select Lancer le raffinage (start refining).

Result: the pass is always complete; your instructions add to it without narrowing it. Read the result before you mark the meeting report reviewed: you are the one who signs it.

Import a meeting report received from another organization#

When the other party also runs their meetings in Symbifox, their email carries an importable copy: you bring it into your database without retyping anything.

1. Go to Rencontres › Comptes rendus (meeting reports) > Importer un compte rendu (import a meeting report).
2. Select Charger votre fichier (upload your file) and choose the attachment you received.
3. Select Vérifier le fichier (check the file). The content shows, and nothing is created yet.
4. Optional: choose the Projet where the copy goes.
5. Select Importer (import), or Importer quand même (import anyway) if the same meeting report was already imported.

Result: the meeting report arrives as a draft, with no recipient. The import creates no contact, no task and no project: it is a copy you received, not a delivery to repeat.

Keep the dashboard up to date#

The dashboard is only useful if it shows only the meetings that concern you.

1. Go to Rencontres › Tableau de bord (dashboard).
2. Leave Mes responsabilités (my responsibilities) on to see only what you answer for, or turn it off to see the team.
3. Turn on Regrouper par projet (group by project) when you follow several engagements.
4. On a meeting's event, set the Responsable de l'OdJ (agenda owner) and the Responsable du CR (report owner) if the organizer is not the right person.
5. To remove a meeting from tracking, check Exclure du tableau de bord on its event. To remove a whole engagement or contact, check the same box on the project or the contact.

Result: the six counters at the top and the two work columns count only what really remains to be done.

The menus, one by one#

Rencontres › Tableau de bord: the application's home screen. Six counters at the top (upcoming without an agenda, agendas to send, past meetings without a report, reports to review, reports to send, and the week's total), two columns below (agendas to prepare, meeting reports to complete), a filter field by name, project or client, and two switches. Everything is at zero on the demo, and the green banners say so.

Rencontres › Tableau de bord › Liste de suivi (tracking list): Boréal's 17 tracked meetings in a list, one line per meeting, with its date, title, project and client, then the seven steps as columns and shortcuts to the event and the meeting report. This is the view to open to spot at a glance what is lagging.

Rencontres › Tableau de bord › Exclusions: grouping menu.

Rencontres › Tableau de bord › Exclusions › Projets exclus (excluded projects): Boréal's six projects in a list, with the checkbox that removes their meetings from tracking.

Rencontres › Tableau de bord › Exclusions › Clients exclus (excluded clients): the contacts, with the same checkbox. Useful for an outside partner whose meetings are not yours to track.

Rencontres › Tableau de bord › Exclusions › Rencontres exclues (excluded meetings): the meetings hidden one by one, with their subject, start and organizer. Empty on the demo; the screen reminds you to clear the box to bring them back.

Rencontres › Comptes rendus: grouping menu.

Rencontres › Comptes rendus › Tous les comptes rendus (all meeting reports): meeting reports in a list, with the date, the room or title, the project, the client, the duration, the report state and the number of tasks. Kanban and calendar views are available at the top of the screen. Watch for the Ce mois (this month) filter applied by default: on the demo, it empties the screen although eight meeting reports exist.

Rencontres › Comptes rendus › Brouillons (drafts): meeting reports that are neither reviewed nor sent, filtered on the draft state. The demo has one, on the tenant portal engagement of Groupe immobilier Vaudreuil.

Rencontres › Comptes rendus › Importer un compte rendu: the import dialog, for managers only. It opens as a window, with no list behind it.

Rencontres › Ordres du jour: grouping menu.

Rencontres › Ordres du jour › Aujourd'hui (today): agendas whose meeting falls today. Empty on the demo.

Rencontres › Ordres du jour › Tous les ordres du jour: the full list, with the date, title, project, client, planned duration, number of topics, tasks to discuss, state, sending state and sending date. Empty on the demo.

Rencontres › Ordres du jour › À venir (upcoming): agendas for upcoming meetings, in the same format.

Rencontres › Par projet (by project): meeting reports grouped by project, with the total duration of each group. On the demo, four engagements share eight meeting reports, from 40 to 180 minutes each.

Reference#

Fields of the Agenda form#

Fields of the Meeting report form#

Fields of the preparation on the calendar event#

Fields of the Importer un compte rendu dialog#

Reports and exports#

• Agenda: a document in your colours, with the topics, their duration, their speaker and a section of actions to discuss. You get it with Imprimer PDF, and it travels as an attachment to the sending email.
• Meeting report: a document in your colours, with the summary, topics, decisions, action items, open questions and attendance. It is attached to the sending email.
• Machine-readable copy: a file attached to the meeting report's email, carrying exactly what the document shows. No transcript, no review notes, no attachment.
• Lists of meeting reports and agendas export through Actions › Export.

Automations#

• Reminder for an unsent agenda: once a day, an activity due the same day is created for the person responsible when the meeting is within seven days and the agenda has not gone out. The reminder does not duplicate from one day to the next.
• Carry-over of tasks to discuss: tagged tasks move by themselves to the next eligible meeting; those attached to a cancelled agenda receive an activity.
• Sending reference point: at every actual departure, the content delivered is frozen. The form then flags what has changed since, topic by topic.
• Propagation: creating a meeting report from a meeting that already has an agenda links the two and carries over the project, the language and the mode.
• Feedback after delivery: a three-emoji request goes to the project's partner when a meeting report is sent to them, if the setting is on and the person was not asked recently. Resending the meeting report does not trigger it again.
• Attachment visibility window: an attachment to a meeting can be readable only between two dates, around the meeting date.

Public pages and portal#

• Contribution page: the link in the agenda's email opens a page where the recipient proposes topics and leaves notes, without an account. It closes when the agenda is confirmed.
• Client portal: a tile leads to the meeting reports already sent to the person or their organization. The client reads them and downloads the document again, regenerated when read: it therefore reflects corrections made since sending.
• Agendas never appear in the client portal, and the transcript, review notes and live notes are never passed on there.

Modules that extend this application#

Understanding#

Tracking works by exception. A meeting with outside participants is presumed to need an agenda and a meeting report: it is not wanting one that you declare. On a real calendar, these exceptions are routine, starting with team check-ins and work blocks. That is why the exemption also exists on an event's tag, to settle a whole category at once. The tag's value is copied onto the meeting, never computed from it, so a single meeting stays editable on its own afterward.

Starting a send is not sending. Opening the email composer is enough to open the contribution window, and that timestamp proves nothing. The actual departure is recorded separately, after the email has left Symbifox. A composer opened and then closed therefore reads “Envoi non confirmé”, and only actual departures count for the daily reminder and the dashboard.

The reference point compares content, not timestamps. A simple “the record was written after sending” check fires almost every time, if only because starting the meeting writes to every topic without changing what recipients received. The frozen reference point therefore keeps the content delivered, and text bodies travel in it only as a fingerprint: it can tell that a context changed, never what it said. Topic names travel in plain text, otherwise no removal could be named.

The portal is an archive, not a disclosure. A meeting report appears there only if it was actually sent, with its departure date, and if the person is among the recipients. Attending a meeting is not enough: that criterion would reopen exactly the risk the recipient list rules out, a delivery nobody decided on.

Agendas stay out of the portal on purpose. They used to be there, and they were taken out: nothing proved that an agenda had actually gone out, so an internal agenda never sent became visible to a client who attended the meeting. They will come back when the sending marker is as reliable as the meeting report's.

The importable copy carries only what the document shows. No raw transcript, no review notes, no attachment. On arrival, the import matches only contacts that already exist, creates no contact or task, and files the meeting report as a draft, with no recipient: what reaches you is a copy you received, and it does not need to be sent again.

Documents take the colours of the document's company. The logo, colours and footer come from the company the meeting belongs to, not from the one you are working under when you print. That is what lets a meeting of a secondary company come out right, including from an email sent automatically.

Troubleshooting#

See also#

• Project
• Calendar
• Appointments
• Knowledge base
• Gen, the assistant
• Customer experience
• Common actions in every application