Create Meeting

Meetings in HammerTech can either be created and completed in one step, or created first and completed later, which is the most common approach—especially when waiting on attendance sign-off after the meeting has taken place.

This guide covers both workflows, including options for employer-led meetings and advanced attendance settings.

Step 1: Create a New Meeting

1. Log into HammerTech.

2. From the top-right dropdown, select your project from the Company Overview.

3. Go to Meetings > Create New.

4. Complete the required fields:

   • Meeting Type (select from dropdown)

   • Meeting Date & Time

   • Title of the meeting

   • Overview or description

   • Additional Details, if any are configured for the selected meeting type

Step 2: Assign Participants (Optional)

• Under Participants, choose whether this meeting will be Employer Led.

• If Employer Led is selected:

  • Choose one or more Employers to assign the meeting to.

  • A separate instance of the meeting will be created for each selected employer to complete independently.

Step 3: Add Agenda Items

• Add relevant agenda items for the meeting.

• If it is an employer-led meeting, these can also be completed later by the assigned employer.

Step 4: Configure Meeting Attendance

Under Meeting Attendance, select one of the following options:

• Individual Worker Signatures

• Upload Photo Evidence of Attendance/Signatures

For help capturing attendance, see: Adding Meeting Attendance

If you select Individual Worker Signatures, two additional attendance options become available:

Option 1: Allow Signatures Through Sign-In App

Enables the meeting to display in the HammerTech Sign-In App, allowing workers to sign off on the meeting when signing into site.
👉 See: Display Meetings for Workers to Sign via Sign-In App

Option 2: Allow All Approved Workers To Sign via Meeting QR Code

Allows any approved worker to scan a QR code, select their employer and name, and sign off on the meeting.
👉 See: Export QR Code for Meeting Sign-Off

Step 5: Add Attachments and Comments (Optional)

• Upload any supporting documents or add internal comments related to the meeting.

Step 6: Finalise the Meeting

At the bottom of the form, choose from the following options:

• Create – Save the meeting in draft form so it can be edited or completed later.

• Create and Complete – Finalise the meeting immediately. Once completed:

  • You can still edit Attendees, Signatures, and any Observations raised.

  • All other fields will be locked.

Note: For Employer Led Meetings, the "Create and Complete" option is not available, as the employer must complete the meeting themselves.

Step 7: Completing an Incomplete Meeting

To complete a meeting at a later time:

1. Navigate to Meetings > View All.

2. Select the meeting.

3. Click the blue cog icon in the top-right corner and choose Edit.

4. Add any missing agenda items, attendees, or custom field details.

5. Select Save Changes or Save and Complete.

Important Notes:

• Observations cannot be raised until the meeting is created.

• If no observation types appear when trying to raise one, check that Observation Types for Meetings have been configured under Administration > Observation Types. (Admin access required)

Need More Help?

• Adding Meeting Attendance

• Display Meetings in the Sign-In App

• Export QR Code for Meeting Sign-Off

• Configure Observation Types