Meetings and attendance
The Meetings & Attendance module keeps the programme's meetings, workshops and trainings, with each one's attendance sheet. Meetings are collected in the field with KoboToolbox and then synchronised into the SIG.
Access
Side menu: Meetings & Attendance group, Meetings and Contacts entries.
| Action | Right (Settings → Roles) |
|---|---|
| View meetings and contacts | Consulter les réunions et fiches de présence |
| Export attendance sheets | Exporter les fiches de présence (PDF/CSV) |
| Synchronise from Kobo | Administrators only |
Meetings are not created by hand in the SIG: they arrive through Kobo synchronisation.
Meeting types
Training, Training of trainers, Steering committee, Technical committee, Community awareness, Partners meeting, Workshop, Field mission, Team meeting, Other.
Meeting list
Indicators: total meetings, total participants, meeting types.
- Search in meetings.
- Filters: meeting type, start date, end date.
- Columns: meeting, date, type, participants, actions (View).
Meeting detail
- Date, place and type.
- Participants, organiser, validator, objective.
- Participant list: name, position, institution, phone, signature.
| Button | Result |
|---|---|
| PDF (FR) | Printable attendance sheet in French |
| PDF (PT) | Printable attendance sheet in Portuguese |
| CSV | Participant list |
Synchronise from Kobo
- In the meeting list, click Synchronise Kobo.
- Choose the Kobo form; the number of submissions is shown.
- If needed, tick signature download (slower).
- Synchronise.
The summary gives meetings created and updated, contacts and participations created, and errors. A meeting already imported is updated, not duplicated.
Contacts
The contact base lists the participants of all meetings.
- Indicators: total contacts, institutions.
- Search, and institution filter.
- Columns: name, position, institution, phone, participations, created on.
- CSV export of the list.
A contact page shows both phone numbers, the number of participations and the meeting history: meeting, date, type, place.
Good practice
- Synchronise after each field mission.
- Download signatures for official meetings.
- File the attendance sheet PDF with the meeting minutes.