This article walks you through the complete Action Meeting workflow in ChangeGPS — from setting up a meeting through to generating and delivering the meeting documentation. The Action Meeting app uses a four-step wizard covering meeting details, agenda and actions, notes, and document review.
Before you begin
Before starting an Action Meeting, have the following ready:
The client name (or CIM client ID to import)
The meeting type (annual review, tax planning, onboarding, etc.)
The meeting date, time, and location
The names of all attendees
A list of agenda topics to cover and any known action items from previous meetings
Step-by-step guide
Step 1 — Meeting Details
Navigate to the Meetings & Actions app. Please go to Access > Apps > ChangeGPS Meetings & Actions.
Select Import from CIM to search for the client, or select Manual entry to enter the client name directly.
Select the Meeting Type from the dropdown. Selecting a meeting type loads a template agenda with pre-populated standard agenda items relevant to that type of meeting.
Enter the Meeting Date, Start Time, and Location (in-person address or virtual meeting link).
In the Attendees section, add all people attending the meeting — both practice staff and client contacts.
Select Next to proceed to Step 2.
Tip: Meeting type templates save time by pre-populating the agenda in Step 2. If your practice has configured custom meeting types in Admin Settings, those will appear here.
Step 2 — Agenda & Actions
Step 2 is where you build the meeting agenda and record action items.
Building the agenda:
If a meeting type template was selected, the agenda is pre-populated with standard items. Review them and add, edit, or delete items as needed.
Select Add Agenda Item to add a new topic to the agenda.
Enter the Agenda Item title and an optional Discussion Points description.
Use the drag-and-drop handle (⠿) to reorder agenda items into the desired order.
Select the chevron (▶) to expand or collapse an agenda item and see its actions.
Adding action items:
Within each expanded agenda item, select Add Action to add a new action item, or select Add from Template to choose from the action item library.
For each action, enter:
Action description — What needs to be done
Responsible party — Client, Accountant, or another named person
Due date — When the action must be completed
Status — Outstanding (default) or Completed
Actions are linked to the agenda item they relate to, keeping the meeting record organised.
Select Next when all agenda items and actions have been entered.
Step 3 — Notes
Enter meeting notes covering what was discussed, decisions made, and any context that is not captured in the structured action items.
Notes appear in the generated meeting documentation alongside the agenda and action plan.
Select Next to proceed to Step 4.
Step 4 — Review & Documents
Review the meeting document preview in the left panel. The preview shows the agenda, action plan, and notes exactly as they will appear in the exported document.
Use the Action Filters to customise what appears in the document:
Filter by Responsible Party: Client only, Accountant only, or All parties
Filter by Status: Outstanding only, Completed only, or All
This allows you to send a filtered action plan to the client (showing only their actions) and retain the full version internally.
Use the actions sidebar to deliver the documents:
Export PDF — Download as a PDF
Export Word — Download as a Word document (.docx)
Add Pages — Merge additional documents using the Collate widget
Send Email — Email the meeting documents directly to your client
Tips and best practices
Use meeting type templates to standardise your process. If your practice runs the same types of meetings repeatedly — for example, annual tax reviews — configure a meeting type template in Admin Settings with the standard agenda items pre-built. This ensures every meeting of that type starts with the same structure.
Send a filtered action plan to the client. Use the Action Filters in Step 4 to create a version that shows only the client's actions with an Outstanding status. This gives the client a clear, focused list of what they need to do — without your internal actions appearing.
Update action statuses after the meeting. Return to the meeting record after the meeting to mark completed actions as Completed and add any new actions that arose during the discussion. This keeps the action tracking accurate and ensures overdue reminders are only sent for genuinely outstanding items.
Use action templates for common tasks. The action template library includes common accounting practice actions. Using templates is faster than typing each action manually and ensures consistent wording across all client meetings.
Common issues
The meeting type templates are not loading the expected agenda items. Meeting type templates are configured in Admin Settings. If the template is not loading the expected agenda items, check that the correct meeting type is selected in Step 1 and that the template has been configured in Admin Settings → Meeting Templates. If the meeting type shows in the dropdown but loads a blank agenda, the template may not have any items configured for that type.
An action assigned to the client is not showing in the client's filtered action plan. Check that the action's Responsible Party is set to Client in Step 2. Actions assigned to Accountant or a named individual will not appear in a client-filtered export. Also confirm that the action's Status is Outstanding — if you have filtered by Outstanding status in Step 4, completed actions will be excluded.
I cannot find a previous meeting to update the action status. Previous meetings are accessible from the Action Meeting dashboard. Select the meeting from the list and use the Edit button to return to the wizard and update the action statuses. All meetings are retained in the system for the duration of your contract.
Need help?
If you are stuck or have questions about Action Meeting, reach out through the chat widget or contact your account manager.