Record vendor meetings and notes

Meetings & notes is the project vendor’s chronological record for demonstrations, commercial calls, clarifications and other conversations. It complements the Demos hub, which schedules structured rounds, and scorecards, which capture comparable ratings. Record enough context for another project member to understand what happened without placing credentials or unnecessary personal data in free text.

Before you start

• Open the correct project vendor; meeting records do not belong on the global directory profile.

• Confirm permission to store any recording, transcript, attendee details or vendor-supplied attachment.

Step by step

1. Open Meetings & notes

From the project vendor detail, open the meetings panel and review earlier records before creating another entry for the same session.

2. Describe the session

Add the date, meeting type or title, agenda and attendees. Use an accurate title such as “Commercial clarification” rather than a vague label.

3. Attach supporting evidence

Add the supported recording link or file and relevant attachments. Keep sensitive material in the correct controlled artefact or signable-document workflow when that offers better access and version tracking.

4. Record notes and outcome

Summarise facts, decisions, open questions and follow-ups. Distinguish a vendor statement from a buyer conclusion, and link the outcome to the evidence used.

5. Maintain the timeline

Edit factual errors while the record is current and add a later meeting for new outcomes. Avoid rewriting a completed session to make it look like later information was known earlier.

What happens next

• Put structured ratings in a demo scorecard so they contribute consistently to comparison.

• Move agreed commercial changes into a new proposal version or negotiation record instead of leaving them only in notes.

Troubleshooting

The meeting is visible under the wrong vendor

Do not duplicate the entry. Correct or remove it according to permissions, then recreate it on the right project vendor while preserving any required audit note.

An attachment will not upload

Check the allowed type and size, remove password protection when policy permits and use the dedicated artefact area for vendor evidence that needs versioning.

A recording link asks colleagues for access

Fix permissions in the recording service or upload an approved file. Never paste access passwords or one-time codes into meeting notes.

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