Docs / Admin

Running a consultation

This guide covers the full lifecycle of a consultation event — from creating the record to collecting and approving minutes. Use it any time you need to schedule a meeting, workshop, roundtable, webinar, field visit, working group, forum, bilateral, or training session.

Who uses this: Staff and above (staff, reviewer, lead, admin).

Public attendees (no account required) register, check in, and view agendas via public links.

Overview

A consultation in 1PVN tracks an event from planning through closeout. The platform handles:

  • Scheduling — event type, date, venue, virtual link, cluster affiliation
  • Attendees — add from your contacts database or by email address; track RSVPs
  • Agenda — multi-day program with time slots, presenters, and session descriptions
  • Invites — batch email invitations with iCal attachments, RSVP links, and scheduled reminders
  • Check-in — QR-code or manual ID on event day
  • Minutes — manual notes or AI-generated drafts from a recording upload, with a human-approval gate before notes enter the system of record

Step 1 — Create a Consultation

Path: /consultations → + New Consultation (or click New Meeting from the dashboard)

Required fields:

FieldNotes
TitleMax 255 characters. Keep it specific (e.g., "Q3 Bilateral — IFC Energy Portfolio").
Consultation typemeeting, workshop, roundtable, webinar, field_visit, working_group, forum, bilateral, training, or other.

Optional fields:

FieldNotes
DescriptionUp to 5,000 characters. Context, key topics, or pre-reading links.
ClusterC1 — Smart Enabling Environment (Policy), C2 — Sustainable Investments, or C3 — Energy.
VenuePhysical location name (max 500 characters).
Location URLGoogle Maps or directions link for the venue.
Virtual meeting URLZoom/Teams/Google Meet link (if hybrid or online).
Scheduled date/timeWhen the event starts.
End date/timeOptional. Used in iCal attachments and email templates.

Status workflow:

draft → scheduled → in_progress → completed
                               ↘ cancelled
  • Draft — still planning; attendees not yet invited
  • Scheduled — invites sent or ready to send; RSVPs open
  • In Progress — event is live (set this manually when the event begins)
  • Completed — event finished; minutes can be collected
  • Cancelled — event called off; attendees notified if invites were sent

Expected result: New consultation created and visible in the /consultations list. You land on the detail page.

Screenshot: Consultation detail page header showing title, date, venue, type badge, status badge, and "Send Invites" button

Step 2 — Manage Attendees and RSVPs

Path: Consultation detail → Attendees tab

Add an attendee

Option A — From your contacts database

  1. Click + Add Attendee.
  2. Search for an existing contact by name, email, or organization.
  3. Select the contact — name, email, and organization auto-fill.
  4. Click Add.

Option B — Manual entry

  1. Click + Add Attendee.
  2. Enter name (required, max 200 characters), email (optional), organization (optional).
  3. Click Add.

RSVP statuses

StatusMeaning
registeredInvite sent; awaiting reply
confirmedAttendee clicked "Yes" in the RSVP email
attendedChecked in on event day
cancelledAttendee declined or clicked "No"
waitlistedEvent full; on standby
no_showDid not attend

Staff can manually update any status from the attendee row.

RSVP funnel counts

The header of the Attendees tab shows four counts: Invited → Confirmed → Attended → Declined. Use these to gauge turnout before and after the event.

Generate a QR code for check-in

  1. Click the QR icon on the attendee row.
  2. A QR code appears that encodes the attendee's unique check-in URL.
  3. Print it, include it in an email, or display it on screen at the venue.
  4. Attendees scan the code to self-check-in (no login required).

Screenshot: Attendee table showing RSVP status badges, funnel counts at the top, and the QR icon per row

Step 3 — Build the Agenda

Path: Consultation detail → Agenda tab

An agenda is optional, but it is included in confirmation emails if present, and displayed on the public agenda page at /agenda/{id}.

Add an agenda item

  1. Click + Add Agenda Item.
  2. Fill in the fields:
FieldNotes
TitleRequired. Max 255 characters.
DayFor multi-day events (Day 1, Day 2, etc.). Optional.
Start time / End timeString format, e.g., "9:00 AM". Optional.
PresenterName and affiliation. Max 200 characters. Optional.
DescriptionSession overview. Max 2,000 characters. Optional.
RemarksInternal notes for organizers. Max 500 characters. Optional.
  1. Click Save.

Expected result: Agenda item appears sorted by day and then by sort order.

Reorder or remove items

  • Edit the start time or day index to move an item.
  • Click the Delete (trash) icon to remove an item and confirm.

Step 4 — Send Invites

(Optional) Configure email settings

Before sending invites, review which automated emails are enabled for this event. The defaults are all on.

Path: Consultation detail → email settings (accessible from the detail page)

ToggleWhen it fires
Send ConfirmationImmediately on attendee registration — includes iCal attachment + QR code
Send 7-Day Reminder7 days before the scheduled start
Send 1-Day Reminder1 day before
Send 1-Hour Reminder1 hour before
Send Thank You~2 hours after event
Send Follow-Up~3 days after event

You can also configure:

  • Logistics block — venue address, parking, WiFi, dress code, emergency contact (shown in confirmation email)
  • Custom confirmation text — override the default greeting
  • Custom thank-you text — override the default post-event message
  • Pause all emails — suppress all outgoing emails for this event

Send batch invites

Path: Consultation detail → Send Invites button (top of page)

  1. Click Send Invites.
  2. Review the pre-filled email list (shows existing attendee emails).
  3. Add or remove email addresses.
  4. Click Preview to see the rendered email before sending.
  5. Click Send.

What attendees receive:

  • Event title, date, time, and venue
  • One-click RSVP buttons (Yes / No — no login required)
  • iCal file (.ics) to add to their calendar
  • QR code for check-in on event day
  • Agenda link (if you built one) pointing to the public /agenda/{id} page
  • Venue details and the logistics block

Expected result: A result screen shows how many emails were sent and how many failed (with error details). Successful recipients show RSVP status "registered".

Screenshot: Send Invites dialog showing email list, Preview button, and result screen with sent/failed counts

Step 5 — Check In on Event Day

Via the public check-in page

URL: /checkin — no login required

For attendees (self-service):

  1. Navigate to /checkin on their phone or tablet.
  2. Scan their QR code, or enter their attendee ID manually.
  3. Confirmation screen shows their name, event title, and check-in timestamp.
  4. Their RSVP status updates to attended automatically.

For staff running a check-in desk:

  1. Open /checkin on a tablet at the registration desk.
  2. Have attendees scan their QR codes as they arrive.
  3. Or search for an attendee by name and click Check In manually.

What happens on check-in

  • RSVP status → attended
  • checked_in_at timestamp recorded (server time)
  • Post-event email sequence (thank-you + follow-up) scheduled

Note: Check-in is idempotent — scanning the same QR twice shows "Already checked in" and does not re-send the thank-you email.

Step 6 — Capture and Approve Minutes

Add a note manually

Path: Consultation detail → Notes section

  1. Fill in the Add Note form:
FieldNotes
Note typeminutes, action_item, decision, insight, or follow_up
ContentRequired. Max 10,000 characters.
Assigned toOptional — pick a staff member responsible for follow-up.
Due dateOptional — when the action or task is due.
  1. Click Save.

Manual notes default to review status approved — they enter the system of record immediately.

Upload a recording for AI-generated minutes

Path: Consultation detail → upload recording (if available in your UI)

Uploading a supported audio or video file fires the consultation/recording.uploaded event. The minutes-pipeline Inngest workflow then:

  1. Downloads the file from storage.
  2. Runs OCR or audio extraction.
  3. Sends the text to Mistral (EU-resident) for structured extraction — summary, action items, decisions, attendees, next steps.
  4. Saves the results as pending notes in the Notes tab.
  5. Notifies the consultation creator that minutes are ready to review.

Approve or reject AI-generated notes

Pending notes are hidden from the system of record until a reviewer (or higher) acts on them.

  1. Go to the Notes tab — pending notes display a yellow "AI draft · pending approval" badge.
  2. Read the note.
  3. Click Approve to accept and publish to the system of record, Reject to discard, or edit the content first.

Notes with status pending are visible only to staff; status approved is visible to anyone with access to the consultation.

Screenshot: Notes tab showing an AI-generated draft with the pending badge and Approve / Reject buttons

Step 7 — Link Opportunities and Documents

Link a pipeline opportunity

Path: Consultation detail → Opportunities section

Click + Link Opportunity, search by title or organization, and select. The link creates a traceable connection between the meeting and the investment pipeline record.

Attach a document

Path: Consultation detail → Documents section

  • Quick Upload — upload a new file (PDF, DOCX, or image) and it is automatically linked to this consultation.
  • Link Existing — search your document library and attach a file that already exists.

Examples

Example A — Small bilateral meeting

  1. Create: "Bilateral: GIZ Energy Discussion" | Type: bilateral | Date: Thursday 2 pm
  2. Attendees: Add two contacts manually.
  3. Agenda: Three items — Opening, Discussion, Closing (no day index needed for a single-day event).
  4. Email: Send invites. Disable the 7-day and 1-day reminders since the meeting was scheduled on short notice; keep the 1-hour reminder.
  5. Check-in: Staff manually click Check In for each attendee at the start of the meeting.
  6. Minutes: Add one "minutes" note with the summary, one "action_item" note with owner and due date.
  7. Link: Attach the relevant pipeline opportunity.

Example B — Large workshop (50+ attendees)

  1. Create: "Q3 Investor Roundtable" | Type: workshop | Date: Next Friday 9 am | Venue: "Manila Convention Center"
  2. Logistics block: Add venue address, parking instructions, WiFi network, and emergency contact.
  3. Attendees: Add key stakeholders from the contacts database; additional attendees enter their email addresses via the invite flow.
  4. Agenda: Day 1 morning session, Day 1 afternoon breakout, Day 2 panel discussion.
  5. Email settings: All reminders enabled (7d, 1d, 1h, thank-you, follow-up).
  6. Send invites: Batch-send to all attendees.
  7. Check-in: Tablet at the registration desk; attendees scan QR codes on arrival.
  8. Recording: Upload the recording after the event. Review and approve AI-generated minutes within 24 hours.

Best practices

  1. Create the record early. Set up in Draft status as soon as the date is confirmed. Move to Scheduled when you send invites.

  2. Build the agenda before sending invites. The agenda link is included in the confirmation email. Attendees appreciate knowing the program in advance.

  3. Send invites at least two weeks ahead for workshops and roundtables. Bilaterals can be one week.

  4. Verify email addresses before sending. A typo means a missed invite — review the list in the Send Invites dialog before clicking Send.

  5. Fill the logistics block. Attendees frequently ask about parking, WiFi, and venue address. Adding this information to the logistics block puts it in their confirmation email automatically.

  6. Mark the status "In Progress" when the event begins. The platform does not auto-transition from Scheduled to In Progress at the scheduled time.

  7. Assign action items while notes are fresh. Add action_item notes during or immediately after the meeting. Assign an owner and set a due date — the daily action-reminders workflow emails owners when items go overdue.

  8. Link opportunities and documents. Even if you skip minutes, linking the consultation to pipeline opportunities creates an institutional record that future staff can trace.

Warnings

Email reminders are one-way. If an attendee cancels their RSVP after a reminder has already been queued, they will still receive it. To suppress all future emails for this event, toggle Pause All Emails in the email settings.

Status "In Progress" is manual. The system does not auto-advance from Scheduled to In Progress at the start time. Update the status manually when the event begins so the status badge is accurate.

Archived consultations are read-only. Once archived, you cannot edit the record. Unarchive it first if you need to make changes.

Pending notes are not in the system of record. AI-generated notes with status pending do not appear in reports or outputs until a reviewer approves them. Do not treat them as confirmed until approved.

Check-in IDs are permanent. If you delete and re-add an attendee, they get a new ID — their original QR code will no longer work. Regenerate the QR from the Attendees tab if this happens.

Troubleshooting

Attendees are not receiving invitation emails

Symptom: Attendees report they never got the confirmation or a reminder.

Likely causes:

  • Email address has a typo. Check the attendee record.
  • Email landed in spam. Ask the attendee to check Promotions or Spam.
  • All emails are paused. Check the Pause All Emails toggle in email settings.
  • The RESEND_API_KEY is not configured (contact your platform admin).

Fix:

  1. Correct the email address on the attendee record.
  2. Re-send the invite from the Send Invites dialog.
  3. Ask the attendee to whitelist the sender domain.

RSVP status is not updating after the attendee clicks the link

Symptom: Attendee says they clicked "Yes" in the email but their status still shows "registered".

Likely causes:

  • Webhook processing delay — RSVP tracking is near-real-time but can lag a few minutes.
  • The RSVP link was mangled by their email client (rare — some clients wrap URLs and break tokens).

Fix:

  1. Wait five minutes and refresh the attendees tab.
  2. If still not updated, manually change the RSVP status to "confirmed" on the attendee row.

QR code scan shows "not found"

Symptom: Attendee scans their QR code at the check-in desk but gets an error.

Likely causes:

  • The attendee was deleted and re-added (new ID, old QR is stale).
  • No internet at the venue — the check-in page requires connectivity.

Fix:

  1. Regenerate the QR from the Attendees tab and show the new code.
  2. Have the attendee use manual ID entry on the /checkin page if the venue has poor connectivity (ask them for their attendee ID from the original email).

AI-generated minutes are not appearing or stay "pending" indefinitely

Symptom: After uploading a recording, notes never appear in the Notes tab, or they stay pending for more than 15 minutes.

Likely causes:

  • The upload failed silently (check the upload confirmation toast).
  • The Inngest minutes-pipeline workflow encountered an error (check /admin/workflows → minutes-pipeline for the run log).
  • The recording format is not supported, or the audio is too unclear for extraction.

Fix:

  1. Check /admin/workflows → minutes-pipeline → Details & History to see the last run and any error message.
  2. Re-upload the recording if the first upload failed.
  3. Fall back to manual minutes entry — type or paste notes directly into the Notes tab.

Cannot change the consultation status

Symptom: Status buttons are missing or a status change does not save.

Likely causes:

  • Your role is below "staff" — only staff and above can change status.
  • The consultation is archived — archived records are read-only.

Fix:

  1. Ask an admin to check your role at /admin/users.
  2. If the record is archived, ask a lead or admin to unarchive it.

FAQ

Q: Can I edit a consultation after sending invites? Yes. You can edit the title, description, venue, and dates at any time. If you change the date after sending invites, consider sending a manual follow-up to attendees since the previously sent iCal attachment will not auto-update.

Q: Can I invite someone who is not in my contacts database? Yes. In the Send Invites dialog, type any email address. An attendee record is created automatically if the address is not already on the list.

Q: What happens when an attendee cancels their RSVP? Their status changes to "cancelled". Any reminders already queued will still send unless you toggle Pause All Emails for the event.

Q: Can I run multiple consultations on the same day? Yes. There is no limit. Filter the Consultations list by date to see them all.

Q: Who can view the public agenda page? Anyone with the link — no login required. The URL is /agenda/{id}. Share it via email, printed materials, or the event's social post. It shows the event title, date, venue, and agenda items. Archived consultations return 404.

Q: How long are consultation records kept? Indefinitely. Archived consultations are soft-deleted (hidden from lists but queryable). Hard deletion is not available.

Q: Can I export the attendee list? Not via the current UI. Contact your platform admin to query the database or use the admin export tools.

Q: What file formats can I upload for minutes extraction? The platform accepts audio and video files for the minutes-pipeline workflow. Accepted document formats for manual upload (quick-upload to Documents tab) are PDF, DOCX, PNG, JPEG, WebP, TIFF, and BMP.

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