Meeting Management

Plan meetings, capture minutes, assign follow-up work, and turn review findings into linked actions and CAPAs.

Keep Meeting Discussions and Follow-Up Connected

Trackmedium's eQMS Meeting Management module keeps the agenda, participants, minutes, and follow-up records together. Reuse meeting types for regular reviews, schedule upcoming meetings or record meetings already held, and retain the discussion and supporting files for each agenda item. Assign action items, create linked CAPAs, and generate a meeting summary to share with your team.

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Reuse Meeting Types and Agendas

Define meeting types with a chair, invitees, start and end times, and agenda items with supporting attachments. Select a type to populate a new meeting, duplicate it to create a similar type with a unique title, or disable types that are no longer needed.

Schedule Meetings and Record Attendance

Set the meeting subject, locations, chair, invitees, and start and end times. Send upcoming meetings to Scheduled, reschedule them when needed, and record attendees. Refresh Absentees to update the list from recorded attendance. Meetings already held can go directly to Completed.

Keep Minutes and Supporting Records Together

Record the description and minutes for each agenda item, with attachments and related system documents. The Meeting Summary brings the items, discussion notes, files, and linked actions or CAPAs into one view. Meetings using the same type retain links to previous and subsequent meetings.

Assign and Verify Follow-Up Actions

Create action items for meeting preparation or findings, with an assignee, due date, instructions, and supporting files. Capture the assignee's response and enable Verification/Review when an independent check is needed. Assignment views and due-date reminders help keep work visible.

Create CAPAs from Meeting Findings

Create a CAPA directly from an agenda item. The meeting's event type, subject, and meeting type carry into the new CAPA, and its link stays with the originating item. Add actions or CAPAs even after the meeting record is Completed.

Generate and Share Meeting Summaries

Generate a meeting summary report and retain its link on the meeting record, or attach an existing report. Send Report via Email opens a dialog for recipients and message details, with the generated summary automatically attached. Retain meeting records and linked follow-up for later review.

Meetings That Drive Action

"Meeting Management is a great module: agendas, notes, minutes - all in one place. It helped us focus meetings and define actions."

Cole Butzek, Quality Engineering Manager, Dynabrade

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Connected Platform

Connect meeting discussions to quality records and follow-up. Create CAPAs from agenda items and link audits, procedures, and other supporting records to the discussion.

Corrective Action Management

Create a CAPA from a meeting agenda item. Meeting context carries into the CAPA, and its link remains alongside the item's minutes and action records.

Audit Management

Document Control

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Meeting Lifecycle at a Glance

The meeting record uses three states: Initiated, Scheduled, and Completed. A meeting already held can move directly from Initiated to Completed. These six activities show preparation, discussion, and follow-up; they are not six mandatory workflow states. Action items follow their own workflow and can continue after the meeting record is completed.

Prepare the Agenda Initiated: set the meeting details and choose a reusable type or add agenda items.

Schedule the Meeting Scheduled: set a future meeting date and reschedule when plans change.

Capture the Discussion Record attendance, minutes, attachments, and related documents for each item.

Assign the Follow-Up Create assigned actions and linked CAPAs from meeting findings.

Complete the Meeting Completed: finish the meeting record while keeping follow-up records linked.

Verify the Actions Track actions separately, with optional Verification/Review before completion.

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Built for Quality-Driven Industries

Trackmedium's eQMS Meeting Management module helps teams retain meeting discussions and the work that follows. Keep the agenda, participants, minutes, supporting records, and follow-up together across locations and review activities.

Regulated Industries

Retain review agendas, minutes, supporting records, and follow-up to support your organization's established management and quality processes.

Life Sciences
Medical Devices
Aerospace & Defense

Oil & Energy
Automotive & Industrial Manufacturing

Non-Regulated & Growth-Focused Sectors

Replace scattered meeting notes with linked agendas, minutes, assigned actions, and shared summaries that teams can review and follow up.

Consumer Goods
General Manufacturing
Logistics & Supply Chain

Hardware Technology
Construction & Engineering

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Why Trackmedium eQMS?

Prepare Reviews Consistently

Reuse meeting types and agenda items so regular reviews start with a familiar structure. Keep the chair, invitees, supporting files, and discussion points together.

Give Decisions a Clear Next Step

Turn meeting findings into assigned actions or linked CAPAs. Keep responsibility, due dates, responses, and optional verification connected to the original discussion.

Retain the Meeting Story

Preserve minutes, attendance, supporting documents, and follow-up links in one record. Generate a summary report and email it to the people who need the outcome.

What Our Customers Are Saying

Trackmedium eQMS is proud to provide simple, globally accessible quality management solutions across all industries.

"Trackmedium team are very knowledgeable and professional, helpful and supportive with the set up and technicalities. Product easy to use, easy to navigate, prompts adequate and useful. Product makes compliance easy to achieve, especially with the e-signature capabilities and audit trail functions."

Kike I
Quality Assurance Manager

*Source: ^footnote1

"Good value for money, peace of mind, excellent customer support and professional staff members. Ease of use with Nonconformance and CAPA module linkage and Audit module linkage with unique action reference numbers."

Kike I
Quality Assurance Manager

*Source: ^{footnote

1}

"We have greatly enjoyed working with the Trackmedium team and the system has brought great advances in efficiency and compliance within our organisation. Having used and evaluated a number of other systems, Trackmedium was easily the best value. That along with the collaborative nature of Trackmedium's team means that we have learned and adapted a lot together during our implementation."

Catherine B
Head of Quality and ESG

*Source: ^{footnote

1}

"The team at TRACKMEDIUM has vast experience in Quality, Environmental, Health, Safety and more. Their expertise made it very easy for us to implement exactly what we wanted. Anytime I had a question they were very quick with a response or solution. Our organization loves this system and so do our customers and external auditors. It has allowed us to gain new business with how impressed the customers have been."

Larry T
Quality Systems Manager

*Source: ^{footnote

1}

"Great, and we would like to use Trackmedium for customer tracking as well to streamline our process."

Sherriann A
APAR Specialist

*Source: ^{footnote

1}

"Very helpful, very friendly, very responsive, fairly priced for what is provided."

Jane W
QHSE Coordinator

*Source: ^{footnote

1}

"Overall experience is great. I would recommend this software to any quality professional."

Thomas R
Quality Systems Manager

*Source: ^{footnote

1}

"Trackmedium has taken extra steps as solution consultants, with design proposed to customize our business requirements. Trackmedium also extended their service on providing supports to integrate Escatec in-house reports, giving us full advantage to migrate the system without impact to customers and suppliers."

Khai Meng L
Corporate Domain Manager

*Source: ^{footnote

1}

"The overall experience is very good. It brings a lot of quality and security to our company's management system."

Irene M
QA/RA

*Source: ^{footnote

1}

"I generally like the integration amongst the document control model and the training model. I super-duper really like the integration from the nonconformance module that leads to the CAPA module and can get linked up to the audit module as well. This helps in generating actions and assessing risks for each module with unique traceable numbers. The setup was fantastic, and the technical team was very knowledgeable, professional, and supportive. We got lots of support and training, which made it quite easy for us to have a switchover. The trackability provided by linking CAPAs to non-conformances and audits is a key feature. It's definitely a 10 out of 10 for me, based on the support I've received and the functionality and ease of the EQMS itself."

Kike I
Quality Assurance Manager

*Source: ^footnote1

"Finally I have found a system that is both highly functional, fully linked between modules and flexible. I have tried many systems over very many years, but never found one that actually meets all my requirements - until Trackmedium. I thoroughly enjoy using this system."

Jane W
QHSE Coordinator

*Source: ^footnote1

Kike I
Quality Assurance Manager

*Source: ^footnote1

Catherine B
Head of Quality and ESG

*Source: ^footnote1

Larry T
Quality Systems Manager

*Source: ^footnote1

"Great, and we would like to use Trackmedium for customer tracking as well to streamline our process."

Sherriann A
APAR Specialist

*Source: ^footnote1

"Very helpful, very friendly, very responsive, fairly priced for what is provided."

Jane W
QHSE Coordinator

*Source: ^footnote1

"Overall experience is great. I would recommend this software to any quality professional."

Thomas R
Quality Systems Manager

*Source: ^footnote1

Khai Meng L
Corporate Domain Manager

*Source: ^footnote1

"The overall experience is very good. It brings a lot of quality and security to our company's management system."

Irene M
QA/RA

*Source: ^footnote1

"We've had a fantastic experience with Trackmedium. The platform itself is excellent - simple to use, powerful, and able to handle every process we've thrown at it. It has replaced timeconsuming manual work with automation that has saved our QA team countless hours. Document control, CAPAs, audits, inspections - everything is smoother and more efficient now."

Denielle Long

*Source: ^footnote1

"The system is purchased with access to all available applications making it flexible to your needs. It is also customisable meaning that where an application doesn't quite fit your needs you can work with the Trackmedium team to easily customise to your requirements. This has made it a valuable and flexible tool in our company."

Catherine Bennett
Head of Quality and ESG

*Source: ^footnote1

Jane W
QHSE Coordinator

*Source: ^footnote1

Frequently Asked Questions

Can we use the module for management review meetings?

Yes. The module supports management review meetings and other meeting types. Keep the agenda, participants, minutes, related records, and follow-up together. Your team defines the meeting content and retains the evidence needed for its review process.

How do reusable meeting types work?

Create a meeting type with a chair, invitees, start and end times, and agenda items. Selecting that type populates the new meeting's details and agenda. You can duplicate a saved type using a new unique title, and disable a type when it is no longer needed.

Can we record a meeting that has already taken place?

Yes. In Initiated, record the meeting details and minutes, then use Send to Completed. Upcoming meetings can go to Scheduled, where the chair can reschedule them. The start date must not be in the past when sending a meeting to Scheduled.

How do we record attendance and minutes?

Record invitees and attendees, then use Refresh Absentees to update the absentee list from attendance. Add a description, minutes, attachments, and related documents for each agenda item. Meeting Summary presents the items and their linked action or CAPA records together.

Can we assign and verify meeting action items?

Yes. Create action items for preparation or meeting findings, with an assignee, due date, instructions, and supporting files. Their workflow uses Initiated, In Progress, optional Verification/Review, and Completed. A reviewer can return an action to In Progress when more work is required.

Can we create a CAPA directly from a meeting?

Yes. Use Create CAPA on an agenda item. The meeting's event type, subject, and meeting type carry into the CAPA, and its link remains with that item.

Must every follow-up action be finished before the meeting is completed?

The meeting record and its action items have separate workflows. The documented meeting completion route does not state that all actions must be closed first, and you can still add actions or CAPAs to completed meetings. Keep monitoring the linked follow-up until its own work is finished.

Can we generate and email a meeting report?

Yes. Generate Report creates a meeting summary and stores its link on the record. You can also attach an existing report. Send Report via Email opens a dialog for recipients and message details and attaches the generated summary automatically.

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Ready to Turn Meeting Decisions into Action?
Bring agendas, minutes, assigned actions, and linked CAPAs together so review outcomes stay visible after the meeting ends.

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Coming Soon

Plan meetings, capture minutes, assign follow-up work, and turn review findings into linked actions and CAPAs.

Meeting Management

Plan meetings, capture minutes, assign follow-up work, and turn review findings into linked actions and CAPAs.

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