Set Up Meeting Details and Attendees on the Meetings Tab

On the Meetings tab, add or remove meetings, specify meeting details and attendees, add notes for each meeting, and estimate meeting costs.

You can plan recurring meetings, mixed attendance meetings (where some attendees travel and others join via web conference), and Investigator Meetings (with expected attendees from sites).

• Add a Meeting
  You add meetings on the Meetings tab. After you specify the meeting type, you can add meeting details and attendees.

Add a Meeting

You add meetings on the Meetings tab. After you specify the meeting type, you can add meeting details and attendees.

1. On the Meetings tab, click Add.
2. On the Define New Meeting screen, in the Name field, enter a name for the new meeting.
3. From the Type drop-down list, select the meeting type.
4. Click Continue to define the meeting details and manage attendees on the Meeting Details screen.

• Define the Meeting and Service Providers Attending
  On the Meeting Details screen, you can specify the location, schedule, attendees, and pass-through costs associated with the resources attending the meeting.
• Add Meeting Attendees by Provider
  Once you have scheduled a meeting on the Meeting tab and provided details about the meeting and identified the providers attending on the Meeting Details screen, you can add the attendees for each provider that will be invited to attend the meeting on the Attendees tab.
• Manage Attendees from Investigator Sites
  If the meeting type involves on-site attendees, you can specify on the Site Attendees tab the number of attendees per site, percentage of sites represented, location, attendance method, and indirect costs associated with the meeting.

Define the Meeting and Service Providers Attending

On the Meeting Details screen, you can specify the location, schedule, attendees, and pass-through costs associated with the resources attending the meeting.

1. Once you have added a meeting by giving it a name and assigning its type, click Continue to display the Meeting Details screen.
2. On the Meeting Details tab, in the Meeting Definition section, specify basic information about the meeting:
   • Select the service provider responsible for planning and organizing the meeting from the Organizer/Planner drop-down list.
   • Select the country where the meeting will occur from the Location drop-down list.
   • In the optional City field, enter the name of the city where the meeting will take place.
     In the Non-travel costs field, enter your budget for audio-visual equipment rental, meeting space, and so on and select the currency for managing event costs.

     Note:

     The default travel costs include all indirect costs for the resource traveling to the meeting, such as airfare and lodging, however, meals are not included.
3. In the Schedule section, enter the meeting frequency, start and end, and duration.
   • Select the frequency of the meeting from the Occurs drop-down list.
   • In the Starts field, specify the number of days before or after the selected project milestone that the meeting is expected to occur.

     Note:

     The start date cannot be earlier than the pre-study planning date.
   • Use the Until field to create a recurring meeting. After selecting the frequency from the Occurs drop-down list and the start date, in the Until field specify the number of days before or after the selected project milestone the meeting reoccurs.

     ClearTrial calculates the number of meetings that will be scheduled.

   • Add the expected length of each meeting in the Meeting Duration field.
4. In the Providers Attending section, select the check box for each type of service provider to participate in the meeting.
5. Click Save.
6. To add the actual attendees, click the Attendees tab.

Add Meeting Attendees by Provider

Once you have scheduled a meeting on the Meeting tab and provided details about the meeting and identified the providers attending on the Meeting Details screen, you can add the attendees for each provider that will be invited to attend the meeting on the Attendees tab.

1. On the Meeting Details screen, click the Attendees tab.
2. From the Service Provider drop-down list, select a service provider, then click the Add button in the Provider Attendees section to display a list of resources you can include in the meeting.
3. Select the check box for each resource to include, then click Ok to add these resources to the Provider Attendees list for the meeting shown on the Attendees tab.
4. For each resource type, specify the number of attendees, the billing rate location (usually the country from which the attendees are traveling), how the attendees will join the meeting, the billable hours expected for meeting attendance, and applicable indirect costs.
   You can sort the table of meeting attendees by clicking any of the column headers or by clicking the ascending or descending arrows to change the sort order.
5. To divide the billable hours into preparation, travel, attendance, and follow-up costs, click the Expand All Billable Hours link and enter a value into each field shown in the Billable Hours column.
6. Click Save.
7. Repeat steps 2 through 6 for each service provider to be represented at the meeting.
8. Now, select the Site Attendees tab to add site attendees or click Save & Close.

Manage Attendees from Investigator Sites

If the meeting type involves on-site attendees, you can specify on the Site Attendees tab the number of attendees per site, percentage of sites represented, location, attendance method, and indirect costs associated with the meeting.

1. On the Meetings tab, select the check box associated with a Face to Face meeting and click Edit.
2. On the Meeting Details screen, click the Site Attendees tab.
   If the meeting type involves on-site attendees, meeting details appear and include the number of attendees per site, percentage of sites represented, location, attendance method, and indirect costs associated with the meeting.

   • To change site attendee settings, modify the values in the fields.
   • To delete a site attendee, select the Attendee/Site check box and click Delete.
   • To duplicate a site attendee, select the site attendee to duplicate and click Duplicate. ClearTrial adds the duplicated site attendee to the bottom of the page. You can modify the duplicated values.
   • To add a site attendee, click Add. ClearTrial adds another site attendee to the bottom of the page. You can modify the default values used.
3. Click Save.
4. Add notes on the Notes tab and click Save or click Ok.