C CITIRI
Customer guide · Meeting Management

Plan it. Run it. Capture what matters.

A practical, end-to-end guide to creating meeting series, preparing agendas and invitees, facilitating occurrences, recording outcomes, and producing minutes in Citiri.

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One meeting, two levels

A meeting series stores the recurring setup: name, type, cadence, facilitator, agenda, and invitees. An occurrence is one scheduled session where attendance, notes, decisions, action items, and minutes are captured.

Choose the occurrence when it is time to work. Create and configure on the series; facilitate and conclude on the occurrence.

What is your role today?

You run the occurrence.

Launch Live Mode, work through the agenda, record attendance and outcomes, conclude the session, and access the minutes.

You build and maintain the series.

Create the schedule, assign the facilitator, prepare agenda templates and invitees, confirm generated occurrences, and archive or cancel when needed.

You participate and review.

Open the occurrence to see the planned agenda, participate in the meeting, and review finalized notes, attendance, decisions, action items, and minutes after conclusion.

Create the meeting series

Choose the type and cadence, set the first occurrence and duration, connect the meeting to its project or core process when required, and name the facilitator.

Navigation

Find the right meeting

Use the Project’s Meetings tab for project-specific work. Use the Meeting Management Console when you need a cross-project view.

Everyone

Project meeting

  1. Open Citiri and navigate to the Project.
  2. Select the Meetings tab.
  3. Choose My Meetings or All Meetings.
  4. Use the meeting type filter when the list is long.
Everyone

Cross-project meeting

  1. Open the Meeting Management Console.
  2. Review each series’ next occurrence, occurrence count, and latest score.
  3. Select a row to open its next occurrence.
  4. Turn on Show archived when looking for retired series.
Create & prepare

Set up a meeting series

Administrators create the reusable structure once. Citiri then generates scheduled occurrences from it.

Meeting administrator

1. Create the series

  1. From a Project’s Meetings tab or the Meeting Management Console, select New Meeting Series.
  2. Enter the Series Name, then choose its Type and Frequency.
  3. Set the duration, first occurrence, recurrence interval, and any monthly or weekday pattern that applies.
  4. Select the Project and Core Process when Citiri requires them for the chosen type.
  5. Set Facilitator (User) to the person who will run and conclude the occurrences.
  6. Select Create & Configure to continue directly to agenda and invitee setup.

The facilitator matters. Today, the named facilitator—not simply any administrator—is the person who can launch Live Mode and conclude the occurrence.

Meeting administrator

2. Build the agenda

  1. Open the series and find Agenda Template.
  2. Select + Add Item for each standing topic.
  3. Give each item a title and allocated minutes.
  4. Reorder items, then select Save Agenda.
  5. Use Sync to future occurrences when future scheduled occurrences need the template. Existing occurrence edits are preserved.
Meeting administrator

3. Add invitees

  1. Open the series’ Invitees area.
  2. Search and add an existing contact, or paste email addresses and select Match & Add.
  3. Review unmatched, invalid, and already-invited results.
  4. Correct unknown addresses; Citiri does not create contacts automatically.
Meeting administrator Facilitator

4. Confirm the schedule and prepare an occurrence

  1. Allow a moment for Citiri to generate occurrences after the series is created.
  2. Return to the meeting list and confirm the Next Occurrence and Occurrences count.
  3. Open the occurrence you plan to run and confirm it is Scheduled.
  4. Review its agenda preview and invitees.
  5. On Review, use + Add Discussion Item to pre-load a risk, issue, action item, or other record that needs discussion.
Run the meeting

Facilitate an occurrence

The occurrence moves through a simple lifecycle. The available controls and editable areas change with its status.

Scheduled · prepare and launch Live · facilitate and capture Concluded · review minutes Canceled · no meeting held
Named facilitator

Launch and work the agenda

  1. Open the Scheduled occurrence.
  2. Open its Live Mode tab and select Launch Live Mode.
  3. Use the agenda stepper to follow the planned sequence.
  4. Watch the current step’s allocated time and overtime indicator.
  5. Select Mark Reviewed & Advance to move to the next agenda item.
  6. Enter working notes as you go. Notes autosave after a short pause.
Named facilitator

Record attendance

  1. In Live Mode, mark each attendee Present.
  2. Set Via to show how they joined.
  3. Enter a 1–10 experience score where appropriate.
  4. Use + Add Attendee for a walk-in who was not invited.
Named facilitator

Capture outcomes

  • Action Items: record the action, owner, due date, and optional detail.
  • Decisions: record title, type, status, authority, and context.
  • Review: add or open discussion items and jump to their source records.
In-person meetings

No screen during the meeting? Enter the record afterward.

You do not need to keep Citiri open during the physical meeting. Keep the occurrence Scheduled, take notes by your usual method, then complete the Citiri record afterward:

  1. The named facilitator opens the Scheduled occurrence after the meeting.
  2. Launch Live Mode and enter the notes, attendance, decisions, and action items.
  3. Review everything before concluding.
  4. Conclude the occurrence to finalize the notes and generate the minutes PDF.

Important: finish corrections before Conclude. Finalized notes are read-only after conclusion in the current version of Citiri.

Finish & publish

Conclude the meeting and access minutes

Concluding turns working notes into the formal meeting record and creates the downloadable minutes.

Named facilitator

Conclude

  1. From the Live occurrence, select Conclude.
  2. Review warnings about unreviewed agenda steps and captured items.
  3. Enter a facilitator fallback score if prompted.
  4. Complete and carefully proofread the Finalized Notes.
  5. Select Conclude Meeting.
Facilitator Attendee

Review the record

After conclusion, the occurrence shows the effectiveness score, finalized notes, attendance, decisions, action items, and discussion items as a read-only record.

Finalized Notes cannot currently be edited after Conclude.

Facilitator Attendee

Download or preview minutes

  1. Open the occurrence’s Minutes tab.
  2. Use Preview to review the PDF.
  3. Use Download to save a copy.
  4. The named facilitator can select Regenerate if the PDF did not appear or needs to be produced again before the occurrence is locked.
Named facilitator

Lock when the record is complete

Once the concluded record and minutes have been reviewed, use Lock Meeting when available to preserve the completed record. Lock only after all allowed follow-up is finished.

A locked occurrence is intended to be final. Confirm the notes and captured outcomes first.

Ongoing administration

Keep the meeting schedule current

Meeting administrator

Change the facilitator

  1. Open the meeting series.
  2. Update Facilitator (User) when ownership changes.
  3. Confirm the new facilitator can access the occurrence before the next session.
Meeting administrator

Cancel one occurrence

  1. Open the occurrence while it is Scheduled.
  2. Select Cancel Occurrence and confirm.
  3. The occurrence becomes Canceled; Live or Concluded occurrences cannot be canceled this way.
Meeting administrator

Archive a series

  1. Open the meeting series and select Archive Series.
  2. Confirm the prompt. Future Scheduled occurrences are canceled; Live and Concluded occurrences are preserved.
  3. Use Show archived in the meeting list to find it later.
  4. Select the archive action again to unarchive. Previously canceled occurrences do not return.

Use Archive instead of Delete when the history should remain available.

Facilitator tool

Ready-to-conclude checklist

Check each item before you conclude. Your progress is saved in this browser.

Meeting quality check

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Troubleshooting

If something looks missing

Confirm that the occurrence is Scheduled and that you are the series’ named Facilitator (User). Attendees and non-facilitator administrators cannot launch the meeting in the current version.

A meeting type must be available before a series can be created. Ask your Citiri administrator to activate the meeting type your team needs.

Open the meeting series, add items to the Agenda Template, save it, and use Sync to future occurrences for Scheduled occurrences that do not yet have an agenda.

Review the invitee matching results. Correct addresses listed as Unmatched or Invalid. Citiri does not automatically create a contact for an unknown email address.

Minutes are generated after the occurrence is concluded. Open the Minutes tab. The named facilitator can use Regenerate while the occurrence is concluded and not locked.

Finalized Notes are read-only after Conclude in the current version. Review and correct notes before concluding. Contact your Citiri administrator if the formal record needs special handling.

It may be archived. Turn on Show archived in the meeting list. Archived series keep their history but do not continue generating occurrences.

Another editor may have saved first. Refresh the occurrence to load the latest notes, then continue from the current version.