1) Is it possible to manage more topics/projects with my customers/clients ?

Yes, you can have more topics/projects with each customer. For each topic you can have a series of multiple follow-up minutes.

2) How are completed and unfinished tasks handled from one minutes to the follow-up minutes?

Only the person in charge for a task is able to change the status to "done". If a task is done, the type will change to information in the follow-up meeting.

3) How can I deal with open tasks?

The person in charge for that task will get a mail with a link to change the status of the assigned tasks. It is possible to comment the task, mark it as done or upload work results as attachments. After changing the status to "done" further editing is impossible. It is also possible to change the status in the follow-up meeting if the responsible person was not able to work with the link in the mail.

4)How can I structure my meeting minutes with Topicshuttle?

For each minutes, there is the possibility to create many agenda items for different areas of interest, such as General, planning, costs, milestones or HR. The order of the agenda items can be changed. The agenda items will each receive an number based key. This key is not changeable for already sent agenda items.

5) Is it possible to attach files to the minutes/agenda?

Yes, you can upload multiple files as attachment to every agenda item. There is a quota of 10 MB per meeting minutes.

6) Do I have to add the meeting minutes recipients and participants again for every meeting?

No, every person which is member of the recipients list, stays in the meeting distribution list until being removed actively. You only have to mark the actual participants from this list.

7) What is an information type?

There are different types of entries, such as decisions, informations, discussions and tasks. Tasks can be tracked and reported as finished. They are automatically transferred into the agenda of the next meeting when sending the minutes. Decisions can be separately filtered in the decision-log.

8) What is shown in the overview?

All minutes in Topicshuttle are held for the documentation of a topic / project from the first to the last minute, the latest is always on top of the list. The minute responsible can create a complete chronicle of the minutes when needed. Assignments of deadlines and responsibilities are maintained. If desired, the minute responsible can limit the selection on the decisions taken in the selected topic.

9) What is a decision-Log?

The decision-log contains all decisions taken in this topic. This list is sorted by agenda items and then by meeting date. The decision-log is distributed to every meeting minutes recipient and contains only the decisions of the topics meetings.

10) How can new recipients of minutes quickly brought into the topic?

The meeting minutes responsible can create an overview document about the topic and can send it to the new recipient. This can help to get the important information by agenda item. It is not necessary to read all old minutes.

11) Can the recipients check the status of the tasks between two meetings?

All meeting recipients will receive a mail with the link to the tasks of the latest meeting. They can get at any time - even between meetings - information on the current status of all tasks by using that link.

12) How does a participant gets the task lists (todo lists)?

Aufgaben werden automatisch zu Aufgabenlisten (ToDo-Listen) zusammengestellt. Sie werden zur Bearbeitung an die zugeordneten Personen verteilt. Die Protokollempfänger erhalten mit dem Link auf das fertige Protokoll einen zusätzlichen Link auf die Aufgabenliste (ToDo-Liste) und deren Status. Tasks are automatically compiled to tasks lists (to-do lists). They are distributed for processing to the assigned people. The recipients will receive their meeting minutes with the link to the task list (Todo List) and their status.

  • Every recipient gets a list with all assigned tasks inside of the meeting minutes mail.
  • It is possible to send tasks to people which did not participate at the meeting and did not get any meeting minutes.
  • Every recipient has access to his tasks and can edit the tasks status.
  • guests can get tasks and have access to their tasks.
  • All tasks will automatically be transferred to the follow-up meeting.
  • Every recipient will receive the actual status of all tasks with the agenda of the follow-up meeting.

13)How to use the comments workflow?

A meeting minute can be sent to selected participants for comment before it will be sent. The request for comments of the meeting minutes will sent a mail with a link to the meeting minutes to the selected participants. This link will grant access to the draft minutes for comment. The minutes author and comments requester will see the comments in the meeting minutes. It is the decision of the requestor to make use of the comments or mot. You can repeat this process as often as necessary. By sending a new request any old link will be invalid. After sending the final meeting minutes all comment request links will be invalid and all comments will be deleted.

14) How are protocols commented by the participants?

After receiving the comments link, the participant has the following choices:

  • Creating a comment for the whole minutes.
  • Creating comments for individual entries.
  • Stop commenting with or without consent.

15) How can the meeting minutes comments requestor make use of the comments?

The participants comments are presented to the minute responsible in a summarized form. But there is no compulsion for release by the participants. Similarly, the minute responsible is not forced to accept comments in the minutes. After sending the final minutes the comments are not longer available.

16) Is it possible to repeat the comments workflow for each minute?

Yes, until the final minutes are sent, the comments workflow can be repeated. Only the links of the latest request are valid. After sending the final minutes, no further comments are possible.

17) Can I use Topicshuttle in several browser windows at the same time?

Yes, but this is not recommended. If you make changes in one browser window, you will not see them in the other before reloading the page. That can make data inconsistencies possible.

18) Is it possible to have different people with the same e-mail address?

No, the e-mail address is a unique identifier per main-user. Any person who is assigned to Topic as recipient or participant, as a guest or assignee, requires its own email address.

19) What's behind Topicshuttle

Topicshuttle is a software-as-a-service web application that is available in a web browser. For the usage of Topicshuttle you need an Internet connection with an actual web-browser (Chrome or Firefox recommended).

20) How does the proposed workflow works in Topicshuttle?

Topicshuttle provides a workflow for meeting minutes: starting with an agenda, which can be distributed to the recipients, it will later become the meeting minutes. The minutes can be commented by other participants and will be sent in a final version. All open tasks will be transferred to the agenda of the follow-up meeeting, if necessary all entries will be transferred. This will close a communication cycle.

21) How does the full-text search works in Topicshuttle?

You can search the contents of all meeting minutes with a single search string. It will then be shown only meeting minutes in which the search string is included. Search results are highlighted in yellow in the minutes text. After deletion of the search string all minutes will be displayed again.

22) Why do I need sub-users?

Wenn in Ihrem Unternehmen mehrere Personen Topicshuttle nutzen wollen, können diese von dem Hauptbenutzer als Unterbenutzer angelegt werden. Sie müssen dann nur den Hauptbenutzer bei uns registrieren und alle Leistungen der Unterbenutzer werden über den Hauptbenutzer abgerechnet. If several people in your company or organization want to use Topicshuttle, they can be created from the main user as a sub-user. You will need to register only the main-user with Topicshuttle and all the services of the users will be charged via the main user.

23) Can sub-user create further sub-users?

You need a user as the main-user who creates the further sub-users for your company. This sub-users can be optionally granted the right to create own sub-users. This helps you to set up the organizational structure of a company.

When you delete your sub-user to get all the minutes of the sub-user assigned to you. If the deleted sub-user had created own sub-users, they also will be assigned to you.

24) Is it possible to move topics to a different Topicshuttle user?

Yes, you can move topics to other recipients of the minutes, if they are Topicshuttle-users. With this function you can move the responsibility to create the meeting minutes inside of a group of meeting participants.

25) How can a meeting minute recipient read the minutes of other minute authors in Topicshuttle?

The Topicshuttle users are able to read the minutes where they are recipients of the minutes created by other authors inside of Topicshuttle. It is possible to change the view between minutes where you are responsible for the creation (responsible topics) and minutes where you are a minute recipient (involved topics). This makes it easier to stay informed, because you don't have to seek through lots of PDF or Word documents but rather get all informations out of the Topicshuttle view.

26) Is it possible to set up deputies to work on my ninutes while I am not available?

You can authorize other Topicshuttle users to work on your minutes in your name. The deputies are working in your name with the meeting minutes, but they are not allowed to grant rights to others and they are not allowed to change your personnel data.

27) Which choices do I have to set up deputies?

You have three choices to share rights:

  • You share a topic - Your deputy can handle all meeting minutes of this topic in your name.
  • You share a customer - Your deputy can handle all meeting minutes and topics of this customer in your name.
  • You share your user - Your deputy can handle all meeting minutes, topics and customers of you in your name.