The Meeting Pass is the whole engagement on one record — who was invited, who was cleared, who actually walked in, what was decided, who signed it and what happens next. One Meeting ID, from the first invitation to the last action item.
Not because anyone is careless — because the meeting is spread across five systems that were never designed to talk to each other. Here is what that costs, and what the Meeting Pass does instead.
The invitation sits in a calendar, the approval in an email thread, the room in a booking tool, the minutes in someone's notebook and the action items in a chat group. Nothing reconciles.
One Meeting ID holds the invitation, the approvals, the room, the agenda, the attendance, the minutes and every follow-up — one record, one place.
The attendance sheet is copied from the invitation list. Who actually walked in, who sent a delegate and who never arrived is guesswork by the time the minutes are written.
Attendance is taken from the signed QR scan at the gate. It is recorded, not claimed — and it lands on the minutes automatically.
A delegate attends on behalf of their ministry or company, receives the minutes, and never forwards them. The organisation loses the record of a decision it was party to.
The signed MOM is sent to every attendee and to the registered head-office address of each organisation represented — institutional memory, not personal memory.
The meeting is booked in one system and security learns about the visitor at the gate. Screening happens under time pressure, in front of the guest.
External attendees run through the same pre-approval, identity verification and watchlist screening as a Visitor Pass — cleared days before they travel.
The second meeting cannot see the first. Context is re-explained, decisions are re-litigated and the open action items are whatever someone remembers.
Follow-ups thread to the original Meeting ID. The next session opens with the last agenda, the last decisions and every task still outstanding.
Follow a Meeting Pass end to end. Pick any stage — it runs on its own if you leave it alone.
A host schedules the meeting, or a guest requests one through the Guest Portal. MeetPass issues a single Meeting ID that every session, room, attendee and document attaches to for the life of the engagement.
Attendees are added from your directory or by email. A meeting can carry more than one host and more than one representative on the guest side, each with their own rights over the record.
External attendees run the same pre-approval pipeline as a Visitor Pass. No pass is issued until the host approver — and security, where policy requires it — has signed off.
MeetPass books the room, publishes the agenda and gives every attendee what they need before they leave their office — where to go, how long it takes, what the weather will be and who else is in the room.
The signed QR at the gate is what marks attendance. Inside the room, minutes are captured against each agenda item as the meeting runs — not reconstructed afterwards.
The chair signs the minutes digitally. MeetPass then distributes the official MOM to every attendee and to the head office of each organisation represented — so the record survives whether or not an individual forwards it.
Action items become tracked tasks with owners and due dates. When the engagement continues, the follow-up meeting threads to the same Meeting ID — so the next room already knows what the last one decided.
Grouped by when you use it — before the room, inside it, and after everyone has left.
A single identifier binds every session, room, document and attendee — including concurrent sessions running under the same engagement.
More than one host, more than one guest representative — each with defined rights over the agenda, the minutes and the attendee list.
Book against live room availability and capacity, with equipment and layout held on the same record.
The exact building, gate and parking, with a map and access instructions attached to the invitation.
The forecast for the meeting time, so travel and dress are not a guess for a visiting delegation.
Build, circulate and version the agenda. Lock it before the session so the minutes have a fixed structure to sit against.
Attendance comes from the signed QR scan at the door — the same credential that opened the gate.
Role, organisation and LinkedIn profile for every attendee, so nobody walks into a room not knowing who is across the table.
Minutes captured against each agenda item while the meeting runs, with decisions and owners marked as they are agreed.
Closed sessions restricted to cleared members, with the minutes segregated from the general record.
The chair — and attendees where required — sign the MOM digitally. Every signature is timestamped and audited.
The signed minutes go to each attendee and to the head-office address of every organisation represented, automatically.
Each action item becomes a task with an owner, a due date and a status that survives past the meeting.
Meeting volume, room utilisation, attendance rates, decisions logged and action items closed.
A negotiation that runs as four parallel sessions in four rooms is still one engagement. So it gets one Meeting ID. Each session keeps its own agenda, attendees and minutes — and all of them roll up to the same record, the same task list and the same history.
A delegate attends on behalf of their ministry, authority or company. When the minutes are signed, MeetPass sends them to that delegate and to their organisation's registered head-office address. If the individual moves on, forgets or simply never forwards it, the organisation still holds the record of a decision it was part of.
Yes. A walk-in can be raised at the desk in a few taps and still produces the same record — verified attendee, agenda item, minutes and any actions. You do not lose the audit trail because the meeting was not scheduled.
The chair or a delegate you nominate. The signature is captured digitally against the specific minutes, and the signing event itself is written to the audit trail with the signer and the timestamp.
Nothing breaks. The pass opens in any mobile browser from a link sent by SMS or email, and attendance is still taken from the gate scan. The app is a convenience for hosts and frequent visitors, not a requirement.
Yes. Where a delegate attends on behalf of their organisation, signed minutes can be sent to that organisation's nominated address automatically — with consent, and with the delivery logged against the visit.
The invitation list records who was asked. Attendance is taken from the signed pass scanned at the gate, so the minutes record who was actually in the room. The two are stored separately and both are retrievable.
Book a briefing and we will walk a real engagement through all seven stages in your environment.