Site Visits & Meeting Notes

The Log tab on each project keeps a chronological record of site visits and meetings — decisions made, people present, and actions arising. These are separate from tasks but can generate tasks with one click.

Where the Log lives

Every project has a Log tab (next to Work, Studio, and Info). The Log shows site visits and meeting notes interleaved in reverse-chronological order — most recent first. A type badge on each entry distinguishes site visits from meeting types (Client Call, Internal, Design Review, etc.).

Site Visits (Minutes of Meeting)

A site visit creates a structured MOM (Minutes of Meeting) — a formal record with attendees, categorised discussion points, decisions, and action items.

Logging a site visit

Click + Log site visit in the Log tab. Fill in:

• Title — e.g. "Foundation depth inspection"
• Date and venue
• Purpose
• Attendees — add internal team members (searchable by name from your firm) or external attendees (type their name and company)
• Discussion points — add points by category (Structural, Electrical, Plumbing, Civil, General, or custom). Each point has a status: Action (something to do), Decision (a decision was made), Info (for the record), or Notes (an observation, no follow-up needed).
• Photos — attach site photos directly (compressed before upload)

A MOM reference number is auto-generated (e.g. MOM-RV01-003).

Converting action points to tasks

Action-status points can be converted to Beech tasks. Expand the site visit card and click → Create task on any Action point. A pre-filled task form opens — review the title, assignee, due date, and priority, then click Create task. The point shows a "Task created" badge linking to the new task.

To convert all action points at once, click Create all remaining tasks at the bottom of an expanded visit. A batch form shows all eligible points pre-filled. Adjust any assignees or due dates, then create them all in one step.

Meeting Notes

Meeting notes are lighter than MOMs — for client calls, internal catch-ups, or any meeting that doesn't warrant a formal structured record. They have a title, date, attendees (just names), a freeform notes area, and an optional photo attachment.

Adding a meeting note

Click + Add meeting note in the Log tab. Fill in:

• Title — e.g. "Client call — material selection"
• Date
• Meeting type — Client call, Internal, Design review, Site review, or Other
• Attendees — type names (suggests firm members as you type; accepts any name for external attendees)
• Notes — freeform text with basic formatting (bold, bullet lists, numbered lists)
• Photos — optional

A reference number is auto-generated (e.g. MTG-RV01-004).

Creating tasks from meeting notes

Click + Create task on an expanded meeting note card. A task is created with the meeting title pre-filled. You can create multiple tasks from one meeting note by clicking the button multiple times.

Viewing and editing records

Log entries are collapsed by default — each shows as a single compact row with the reference number, type badge, title, date, and creator. Click anywhere on a row to expand it and see the full content.

Only one entry is expanded at a time — expanding a new one collapses the previous. Admins and Managers can edit or delete entries. Contributors can view all entries but cannot edit them.

Searching the Log

The search box in the Log tab searches across titles, attendee names, and note text in real time. The type filter (All / Site Visits / Client Calls / Internal / etc.) narrows the feed to one meeting type.

Before you start

• Confirm you can open the relevant page and that your role has permission to perform the action.
• Identify the project, drawing, or task context before you start so updates are recorded in the right place.

Workflow checks and quality guardrails

• ✓

  Checklist item 1: Follow the Site Visits & Meeting Notes process in order and save frequently after each meaningful update.

• ✓

  Checklist item 2: Write enough context in notes or comments so another teammate can understand the change without asking you.

Common mistakes to avoid

• Skipping ownership or due-date details, which makes reporting and follow-up unreliable.
• Updating status without adding context, which creates confusion during reviews and handovers.

Troubleshooting

1. 1
   Troubleshooting step 1

   If an action is unavailable, verify role permission and whether required upstream fields are completed.

2. 2
   Troubleshooting step 2

   If expected results are not visible, check page filters and refresh to confirm synced state.

What to do next

1. Open /docs/home and continue with the next workflow.
2. Open /docs/reports and continue with the next workflow.
3. Open /docs/troubleshooting and continue with the next workflow.