Sessions

Create a session#

1. Open Sessions.
2. Use the + of the page, or ask Arvemo in the chat. The form is called New session.
3. Fill in the topic, the date, the time and the format (on site, remote or hybrid). Add Guiding questions if you want an agenda.

Advisors and the client roles with full access can create and edit sessions. The page splits them into Upcoming and Past. A session can be cancelled; it then shows as cancelled. A session page shows the Agenda until the protocol exists.

Turn notes into a protocol#

Only the advisor can do this.

1. Open the session.
2. Write your notes under Protocol: what was discussed, decided and agreed, who does what by when, which risks came up. Keywords are enough. At least 20 characters are needed.
3. Press Write protocol.

The Curator writes the draft as an agent task you can follow. It writes from your notes and the facts the workspace already holds (people, codes). Tasks are only proposed with a due date; check the owner of each task in the approval.

Turn a recording into a protocol#

On the web, press With recording and choose an audio file with Choose recording. You can add notes. Accepted are MP3, WAV, M4A, MP4, OGG and WebM, up to 200 MB. Then start the follow-up with End session · start follow-up. The steps are shown while it runs: recording uploaded, transcript with speakers, protocol written, draft in your approvals. Only the advisor uploads recordings. On the iPhone you can record the session directly in the session and send it, optionally with notes; the protocol arrives as an approval as well.

One approval, then the client sees it#

The result arrives as one approval in Approvals, not as a protocol that is already public. The draft holds the purpose, participants, the discussion with outcomes, decisions, tasks, risks, open questions and a draft of a follow-up text. In the approval you can deselect parts: decisions, tasks, new risks or changes to existing risks. A risk already in the workspace is not created twice. Parts the agent could not check against the notes stay unticked, with a reason.

The transcript is part of the protocol the client sees. When you approve, the chosen decisions, tasks and risks are created and the protocol is stored with the session. Until then the client sees only a note that the protocol is being written. After approval she sees the protocol on the session page. Details of how approvals work are in Approvals.

Who sees what#

The audio recording and your notes stay with the advisor. The client sees the agenda and, once the advisor has approved it, the protocol. For a recorded session the protocol includes the transcript with speakers and the follow-up text, so read the draft before you approve. A person with the role Read does not see sessions.

Common questions#