Meetings and Attendance Sheets

The Meetings module allows managing meetings, workshops and trainings organized within the program, as well as participant attendance sheets.

Objectives

• Document program meetings and events
• Record participants and their attendance
• Import data from KoboToolbox (field attendance forms)
• Analyze participation by event type and geographic area

Access

Menu: Meetings

The module is organized in two sections:

• Meetings: List of all meetings
• Contacts: Participant directory

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Meeting types

Type	Description
Workshop	Training or working session
Community meeting	Meeting with local communities
Technical committee	Program technical meeting
Training	Training session
Awareness	Awareness campaign

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Meeting list

Statistics

At the top of the page, cards display:

Indicator	Description
Total meetings	Total number of recorded meetings
Participants	Total number of unique participants
This month	Meetings organized this month

Table columns

Column	Description
Date	Meeting date
Title	Meeting title
Type	Event type (colored badge)
Location	Location (region/sector)
Participants	Number of participants
Actions	View details

Available filters

• Search: By title or location
• Type: Filter by meeting type
• Date: Period (from / to)

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Meeting detail

The detailed record presents:

General information

• Title and date
• Meeting type
• Location (region, sector, locality)
• Description and agenda

Participant list

Table of attendees with:

• Full name
• Organization/Function
• Phone
• Signature (if collected via Kobo)

Export

• PDF: Printable attendance sheet
• Excel: Participant list

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Synchronization from KoboToolbox

The module allows importing attendance sheets collected in the field via KoboToolbox.

Synchronization procedure

1. Click on Sync Kobo at the top of the list
2. Select the Kobo form to synchronize
3. Optionally, check Download signatures to retrieve signature images
4. Click Synchronize
5. The system imports new meetings and updates existing ones

Compatible forms

Kobo forms must contain:

• Meeting date
• Type/category
• Location (region, sector)
• Participant list (repeat group)
• Signatures (optional)

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Contacts

The Contacts tab displays the directory of all meeting participants:

Column	Description
Name	Contact's full name
Organization	Affiliated structure
Function	Role/position
Phone	Contact number
Email	Email address
Participations	Number of meetings the contact attended

Search

Filter contacts by name, organization or phone.

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Use cases

Prepare an activity report

1. Filter meetings by period
2. Check participation statistics
3. Export data to Excel

Track an organization's participation

1. Go to the Contacts tab
2. Search for the organization
3. Check the number of participations

Import a new field session

1. Verify that Kobo forms are synchronized
2. Launch a synchronization
3. Check imported meetings

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Best practices

:::tip Recommendations

1. Synchronize regularly: Import Kobo data after each field mission
2. Check for duplicates: The system detects already imported meetings
3. Complete information: Add missing details after import
4. Keep signatures: Enable the option for official meetings :::