When hosting a meeting, traditionally meeting attendance has been recorded by using an attendance sheet that all attendees sign. With the introduction of electronic meeting documentation, the question arises “How do I track attendance?”
There are a number of options for recording meeting attendance with electronic meeting documentation.
1. Print and Sign
o Record the meeting details in the system prior to the meeting
o Print the layout to paper. Ensure the last page of the layout is configured to contain a blank attendance sheet
o Have meeting attendees sign the attendance sheet
o File the paper copy of the meeting with the signed attendance sheet as required
2. Sign, Snap and Attach
o Record the meeting details in Lighthouse prior to the meeting
o On a blank piece of paper, write the following:
§ the name of the meeting
§ meeting date
§ printed name of all attendees
§ signature of all attendees
o Take a picture of the completed attendance sheet
the picture to the meeting in Lighthouse
o Printable layout can be configured to show pictures if a hard copy is required
o Add each attendee as a participant to the meeting
o Create a “Meeting Reviewed/Attended” action/notification for each participant
will show in Action Todo List (ensure this widget is on the user's dashboard)
o Have each participant log into Lighthouse and mark the action as complete
o Actions with status and participant name can be added to the layout hard copy
o This method should be combined with a company user account policy that includes the following principles to ensure the integrity of a person’s digital identity:
§ A user account is assigned to only one person.
§ Account passwords should never be shared.
4. Verified Lists
A verified list is a list that is attached to a form that can be locked, and its contents digitally signed/verified by a system user. This can be used to record the name of people attending a meeting. The attendance list can then be locked and verified by someone like the meeting organizer.
To enable verified lists, do the following steps:
o Goto the Setup page for the process.
o Select the “Template” tab.
o In the “Verified lists” box click “Settings”.
o Set Enabled to Yes and determine if multiple lists are required.
o Press OK.
Follow the steps below to use a Verified list:
o Goto the Display view of a form.
o In the “Verified lists” box click “Add a list”.
o Enter the attendees into the list. Press “Next”.
o Click “Verify” to lock the list and verify its contents with a digital signature.