Meetings Management

Meetings in PRIZ are project conversations with a clear purpose: only people who can contribute or benefit should attend — and they say why. The Meetings area lives in the project shortcut row (next to Tasks), not as a numbered stage in the left sidebar.

The page heading is Meetings. The one-liner is: Schedule meetings where every attendee has a clear reason to contribute or benefit.

For the full project map, see Project Structure.

Sign Up & Login

This document assumes you have already registered, logged in, and created a project. If you need help with those steps, see Sign Up & Login Instructions and Creating Projects.

Why meetings work this way

A meeting should not be a default calendar invite to everyone nearby. In PRIZ, invitees choose a role and write a short explanation:

Contributor — they will actively help with the meeting’s goals.

Observer — they are there to learn or benefit from the discussion (and they explain why that matters).

If someone cannot contribute and cannot benefit, they should decline. There is no “Maybe.” Decline does not require an explanation.

What you see on this page

Open Meetings from the shortcut icons at the top of the left sidebar (tooltip: Meetings), or use footer Meet on investigation stages. Breadcrumb: Home → Projects & Tools → Project → Meetings. Learn more » points to this article.

You do not create meetings from the header + menu. Use Create new meeting on the Meetings page, or footer Meet.

Empty Meetings

A new project starts with no meetings. You see:

You still do not have any meetings.

Click “+ CREATE NEW MEETING” to record one.

Empty Meetings. Use Create new meeting to open the create dialog.

Create a meeting (Draft)

Dialog title: Create new meeting. Enter a Meeting title, then Create. The meeting opens as Draft — not visible to invitees until you publish.

Create dialog: title only. Other details come next on the draft editor. — Create dialog: title only. Other details come next in the draft editor.

On the draft editor, fill in:

Title

Date and time (and timezone)

Duration

Attendees — at least one (required to publish)

Agenda — at least one item (required to publish)

Draft meeting. Publish stays disabled until date, duration, attendees, and agenda are set. — Draft meeting. Publish stays disabled until the date, duration, attendees, and agenda are set.

Add attendees

Click Add attendee. You can pick a workspace member, or type an email and use Invite by email for someone outside the workspace.

Invite by email when the person is not a workspace member. They get a public invitation link — they do not need workspace access to respond.

When the person is already in your workspace, pick them from the member list (name + email). They get a different email and respond inside the app.

Until they respond, the attendee chip shows a waiting (question mark) status. After they accept, you see their role icon; hover it to read their explanation (details below).

Agenda

Click Add agenda / Add item and write each topic. Keep agenda items concrete so invitees know why they are being asked.

Publish

When title, date, duration, attendees, and agenda are ready, click Publish and confirm. Status becomes Published (API: Released). Invitation emails go out to invitees who are not already in the meeting as lead.

Published meeting. Next host action is Start. The blue note lists what becomes available after start: attendance, completed agenda items, and minutes.

Meetings list with filters (period, meeting status, attendee status). Open a card with Overview or Open.

Lifecycle (host)

Draft — edit freely; invitees are not notified yet.

Published — invitations sent; host can still update details, then Start.

Active — mark who attended, check off agenda items, write Meeting minutes, then Finish.

Finished — record is complete; use it as project history (and later in the report).

There is no Cancelled status. Use Delete if you need to remove a meeting you no longer want.

Active meeting. Check attendees who showed up, mark completed agenda items, and capture minutes.

Finished meeting. The outcomes stay with the project.

Invitee outside the workspace (email link)

This section is for people you invite by email who are not members of your workspace. They do not log into your project. They open a public page from the invitation email.

<p><em>Screenshot (upload <strong></strong>):</em> Invitation email. Subject and heading include the meeting title. Click Accept Invitation.</p> — *Screenshot (upload ):* Invitation email. Subject and heading include the meeting title. Click Accept Invitation.

The public page shows meeting details (lead, date, duration, attendees, agenda) and the response form. Footer links include the workspace name and Create free account — useful if the invitee wants their own PRIZ account later, but not required to RSVP.

Public invitation page for a non-workspace invitee. Choose Role, write Explanation, then Submit — or Decline. — Public invitation page for a non-workspace invitee. Choose Role, write Explanation, then Submit (or Decline).

Choose Contributor or Observer, write an Explanation (required to accept), then Submit. Or click Decline (no explanation needed).

Example: Contributor with a clear explanation of how they will help.

After submit: “You are attending to this meeting as Contributor.” Use Change to update role or decline later. — After submitting: “You are attending this meeting as Contributor.” Use Change to update role or decline later.

Change reopens Role, Explanation, Submit / Cancel, and Decline — still on the public page, still without workspace login.

Invitee who is a workspace member (in the app)

If you invite someone who already belongs to your workspace, they do not use the public token page. They get a different email (“Requested to …” with Go to meetings) and respond on the project Meetings list while logged in.

Workspace-member email. Heading: Requested to “meeting title”. Button: Go to meetings (opens the project Meetings page).

On the Meetings list, they see Accept and Decline on the card (filter Awaiting response helps find pending invites). The Meetings shortcut may also show a badge when a response is waiting.

In-app invitation on the Meetings list. Accept opens the same Role + Explanation form; Decline declines without an explanation.

Accept opens a popover: Contributor or Observer, Explanation, Submit / Cancel.

Same philosophy as the public page — choose a role and explain why you should attend.

After submit: “You are attending as contributor.” Use the gear next to that line to change your response later. — After submitting: “You are attending as contributor.” Use the gear next to that line to change your response later.

They should be able to open the project (for example, as a project contributor). A workspace-only user who is not on the project team may see the project as read-only and may not be able to complete the RSVP until they have project access.

What the host sees after a response

On the meeting editor, the attendee chip updates from waiting to their role (for example, Contributor). Hover the status icon to read Status and Explanation.

Host view after the invitee accepted as Contributor.

Hover the status icon to see their explanation. Use that to decide whether the right people are in the room.

Tips

Write a specific title and agenda before you invite — invitees decide based on that context.

Prefer invitees who can contribute or clearly benefit; ask them to say which and why.

Publish only when you are ready for emails to go out.

After Start, capture attendance and minutes while the conversation is fresh.

Meetings support the project; action items still belong in Task Manager.

That’s it. I hope it’s clear and easy.

P.S. Please let us know if you require any assistance.

Last Updated: 4 days ago in Project

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