Meetings
The Meetings module handles scheduling and managing every meeting tracked in GEMS CRM — tying each one to the right CRM context, keeping track of who’s invited, and sending reminders ahead of time so nothing gets missed.
Meetings List View
A searchable overview of every meeting, with quick status filtering.
What You’ll See
- Header Badges – Total, Scheduled, Completed, and Cancelled counts; clicking any badge filters the grid to that status
- View Dropdown – switch between configured grid views
- Search – find a meeting by subject or related criteria
- Meetings Grid – every meeting with its schedule and status
Grid Columns
| Column | Description |
|---|---|
| Meeting ID | Unique, system-generated reference |
| Subject | The meeting’s title |
| Related Object | The CRM object type it’s tied to (Lead, Contact, Opportunity, etc.) |
| Contact | The associated contact |
| Start / End Date & Time | The meeting’s scheduled window |
| Status | Scheduled, Completed, or Cancelled |
| Host | The user hosting the meeting |
| Created At | When the record was created |
Each row includes View, Edit, and Delete actions.
Toolbar Actions
- New – opens the Create Page
- Refresh, Column Settings, Filter, Sort, Reset
- Actions – bulk operations, including Mass Delete for selected meetings
Good to Know
- Delete (single or mass) is subject to deletion restriction rules — some meetings may be blocked from deletion depending on their state
Meeting Detailed View
Opens in read-only mode by default, covering Meeting Information and Change History — switch into Edit mode to make changes.
Meeting Information
Everything about the meeting — subject, schedule, description, meeting location, related context, and the participant list — mirrors what’s captured on the Create Page.
- Host and Meeting ID stay locked at all times, even in Edit mode
- Every other field follows the same validation and dependency rules used at creation — mandatory fields, schedule checks, the Related Object/Contact relationship, and participant management rules all apply here too
Change History
A complete, read-only audit trail of every change made to the meeting — including every participant added or removed. Records are shown most-recent-first, with search, filter, and sort available, and can never be edited or deleted.
Scheduling a New Meeting
Meeting Information
- Subject – mandatory
- From and To – mandatory; the end time can never be earlier than the start time
- Description – optional, for notes or an agenda
Meeting Location
- Platform – Teams, Google Meet, Zoom, Webex, or another configured option
- Meeting URL – becomes mandatory the moment you select a platform that requires an online link
Related Information
- Related Object – choose the CRM object type this meeting connects to (Lead, Contact, Customer, Opportunity, Deal, Case, or Ticket); this determines what shows up in the related lookup
- Contact Name – a lookup limited to Contacts only; selecting one automatically fills in the Account Name, which stays read-only and can never be edited manually
- Host – automatically set to you, the logged-in user, and locked at creation
- Status – defaults to Scheduled
- Participants Reminder – choose when invitees get notified: No Reminder, 5, 15, or 30 Minutes Before, 1 Hour Before, or 1 Day Before
Participants
- Add Participants opens a selection dialog where you can choose from Employees, Users, or Contacts
- You can add as many participants as needed, but the same person can never be added twice — the system blocks duplicates automatically
- Removing someone updates the Invited Participants list immediately
- Every addition or removal is tracked individually in Change History
Saving
On Save, the system checks all mandatory fields, confirms the end time isn’t before the start time, verifies a Meeting URL is present where required, confirms the Related Object and Contact are valid and consistent, and checks for duplicate participants. If everything passes, the meeting and its participant records are created together, and a Meeting ID is generated.
- Save & New commits the current meeting and opens a fresh form for the next one
- Cancel discards everything entered and returns you to the list, with nothing saved
Rescheduling and Changes
Once a meeting exists, any update you make — to the schedule, location, related context, or participants — goes through the same validation rules as creation, and every successful change is recorded in Change History with the old value, new value, who made it, and when.