Admin Guide

FoloMeet · for the people who manage forums, members, and meetings

Contents

Register the people
Create forums
Prompt for summarising a meeting from a recording
Record the tasks from a meeting
At the next meeting
Creating a meeting by hand (rarely needed)
Who can do what
When something goes wrong

Set up these two things first: the list of people and their forums. The rest follows on its own — when you paste a meeting summary, the app creates the meeting record at the same time and hangs its tasks there.

Why those two come first: tasks belong to meetings, meetings belong to forums, and who may see what is decided at the forum.

Each box depends on the one to its left. You set up the first two yourself; the last two are created when a meeting summary is pasted.

Once, at the start — Done once, when the app is first put to use.

1Register the people

Open Manage in the left menu. The top card is Members.

Enter Name — the name people use at the office is enough.
Enter Organisation email — must end in @organisation.example.
Choose Role: Member or Admin.
Click Add member.

The email must be exactly right. This email address is the only link between the account they create and the name you register here. If a single letter is wrong, they can sign in but see nothing at all — and no message explains why.

Then ask each person to sign up themselves

Send them the app’s address, then ask them to:

Click No account yet? Sign up
Enter their organisation email — exactly the same as the one you registered
Create a password of at least 8 characters

Done. Their name links automatically to the row you created.

The order can be reversed — they sign up first, and you register their name later. The link works both ways.

2Create forums

Forum is a home for meetings that follow on from each other — for example "Digital Team" or "Literacy Festival". Not a single meeting, but the series.

It does two things:

Unfinished tasks carry over to the next meeting in the same forum, and don’t leak into other forums.
Visibility is decided here. Members only see the forums where their name is ticked.

In Manage → Forum: enter its name, click Add forum. Then tick everyone who may see it.

Meetings can involve financial figures, salaries, and disputes with partners. Tick only the people who really need it. Anyone left unticked will never see that forum — not hidden by the interface, but refused by the database.

Every meeting — This repeats every time there is a meeting.

3Prompt for summarising a meeting from a recording

If the meeting is recorded, the flow goes like this — and everything up to the summary runs on your own laptop:

The prompt we use

Paste the meeting transcript into an AI (ChatGPT, Claude, or whatever you usually use), then give it this instruction. The meetings are held in Indonesian, so the real prompt is in Indonesian; this is its translation:

1. Group the discussion into themes (policy, tutorials, reviews,
   recommendations & strategy, or any other theme you pick up from context).

2. Use the context of the conversation to make sense of odd words and typos
   from speech-to-text. Check with me if an odd word is truly stuck and hard
   to understand — don’t just guess.

3. Summarise EVERYTHING that was said — leave nothing out.

4. Add a section "Bottleneck Analysis & Strategic Recommendations" based on
   the problems you picked up from the meeting. Back up each problem and its
   recommendation with evidence: name the relevant theory, framework or research
   finding and explain why it applies. Don’t invent theory names or
   sources — if you’re not sure, present it as an opinion, not as a theory.

5. Add a table "Glossary — Interpreting Odd Words in the Transcript".

6. Output as a Google Doc (.docx).

7. Create ONE table "Rencana Tindak Lanjut" (action plan) with exactly these columns:
   No | Tindakan | PJ | Tenggat
   (action | owner | deadline)
   - Each action starts with a verb. Don’t use the "|" character inside a cell.
   - Work out each owner as carefully as you can from the conversation: who was
     assigned, who volunteered, and who looks after that area. If it is
     still unclear, write "belum ditentukan" (not decided) and add it to the list
     for me to confirm (point 2) — don’t just guess.
   - Write each owner exactly as their name appears in the app: [copy from Manage].
     One row per person — a shared task is split into one row for each person.
     People who aren’t on that list are still written down by name.
   - The deadline is an exact date written in Indonesian (e.g. "12 Okt 2026").
     Don’t use day names, "besok" (tomorrow), "minggu depan" (next week) or
     "akhir bulan" (end of month). If it really hasn’t been decided, write
     "belum ditentukan" (not decided), never "segera" (soon).

Before using it, replace [copy from Manage] with the member names exactly as written on the Manage page. The app only recognises an owner whose spelling matches: if Manage says "Rahmad", "Rahmat" is treated as someone else and the owner column stays empty. A title in front is fine — "Mas Rahmad" is still recognised as Rahmad.

People who aren’t registered yet in Manage can’t be recognised, so the owner stays empty in the draft. Register them before uploading, or fill in the owner later from the task card.

Point 7 is what everything depends on. The app doesn’t read the whole summary — it only picks out the Rencana Tindak Lanjut (action plan) table. Without that table, the file is refused with a message explaining why, rather than half-accepted.

The reason: a tidy meeting summary is full of tables — metrics, glossaries, attendee lists. If all of them were read, one document could produce over a hundred fake "tasks". Narrowing it to that one table is what keeps the result sensible.

The table format it recognises

| No | Tindakan | PJ | Tenggat | |----|------------------------|-------|-------------| | 1 | Menyusun RAB event | Budi | 12 Okt 2026 | | 2 | Mengirim draf ke mitra | Rizal | belum ditentukan |

The header row is recognised by two columns that each stand on their own: Tindakan ("Tindak Lanjut" or "Tugas" also work — all mean action/task) and PJ (or "Penanggung Jawab" — both mean owner). Other columns are up to you. Only the first table shaped like this is read — glossary, figures or tool-list tables are skipped.

Upload the file — don’t copy and paste its contents. A .docx file can be picked or dragged straight onto the Paste Meeting Notes page, and its content is read inside your own browser. A summary in Google Docs is downloaded first via File → Download → Microsoft Word (.docx).

A table copied from Word or Google Docs and pasted into the text box can’t be read — its column separators are lost in the copy. The text box is only for summaries whose tables use vertical bars |, such as one copied straight from an AI answer.

A deadline of "belum ditentukan" (not decided) is deliberately left empty by the app, not guessed. You can fill it in later from the task’s card.

4Record the tasks from a meeting

There are two routes. The first is much faster.

The meeting doesn’t need to be created first. When the summary is saved, the app creates the meeting record at the same time from the title and date you enter on that page.

Fast route: paste the summary

Take the summary from the previous step. Open Paste Meeting Notes in the left menu, then upload or drag the .docx file there (or paste the text if its table uses vertical bars |), then click read. The app produces a draft task list, rather than saving it straight away.

A draft, not a decision. Nothing is saved until you press save.

What it recognises: table rows, bulleted or numbered lists, member names anywhere in a row, and Indonesian dates, including words such as "besok" (tomorrow) or "minggu depan" (next week). Plain paragraphs are skipped on purpose.

Name must be spelled the same as in Manage. If a row mentions two people, the first one named becomes the owner.
"besok" (tomorrow), "Jumat" (Friday), "minggu depan" (next week) count from the day the minutes are uploaded, not the day of the meeting. Minutes uploaded a few days later get deadlines that shift with them — which is why the prompt asks for exact dates.
English month names ("12 Oct") and "akhir bulan" (end of month) can’t be read; the deadline is left empty.

Anything it can’t read is left empty, not guessed. A wrong deadline is more dangerous than an empty one — so check the empty fields before saving.

The minutes are not sent anywhere. All of the reading happens inside your own browser. Only the result is stored: task titles, owners, and deadlines. The original text is gone once the page is closed.

Manual route: one at a time

In Manage → Tasks: choose the meeting, enter the task title, pick the owner and deadline, click Add task.

The owner list only includes members of that forum. If the name you’re looking for doesn’t appear, they haven’t been ticked on that forum — go back to step 2.

5At the next meeting

Progress note

When moving a task to Done, Cancelled, or reopening it from Done, the app asks for a one-sentence note. Only those three moves — moving to "In progress" asks for nothing, so dragging cards during a meeting stays light.

The reason: whoever closes a task has to leave a trace. Once a task is marked done, nobody can verify what was actually delivered — except the sentence written at that moment.

The latest note shows right on the card. That’s what makes the board useful when it’s projected: "not started" tells you nothing, whereas "not started — waiting for data from the partner since Monday" tells you straight away what needs discussing.

Seeing a task’s journey

Tap the card to open its full history: every status move, its note, who moved it, and when — combined with the reminders that were sent. There, "reminded 4×" turns into dates you can point to when following up.

On the board, tapping the title edits it; tapping anywhere else opens the history; dragging moves its status.

Open FoloMeet in the left menu, and project the screen. That’s what this app is for: a meeting opens by looking at the previous meeting’s tasks, not by asking "so where did we get to last time?".

The leftmost column is deliberately Overdue, not "not started" — the first thing to look at is what didn’t get finished.

Cards can be dragged between columns to change their status.

Reference — No need to read it in order — open it when you need it.

6Creating a meeting by hand (rarely needed)

You usually won’t need this — pasting a summary already creates the meeting at the same time. Use it only if you want to register a meeting before it happens, for example to put the agenda up first.

In Manage → Meetings: choose the forum, enter the title and date, click Add meeting.

Only admins can open a new meeting. Regular members can still record tasks on meetings that already exist.

7Who can do what

Action	Member	Admin
See forums where their name is ticked	✅	✅ every forum
See tasks they hold	✅ in any forum	✅
Change the status of their own tasks	✅	✅
Change the status of other people’s tasks	❌	✅
Change a title, owner, or deadline	❌	✅
Record a new task	✅	✅
Open a new meeting	❌	✅
Add members & manage forums	❌	✅
Change other people’s roles	❌	✅

A task that has no owner yet can be moved by anyone in that forum — it belongs to the forum, not to anyone in particular. Once it has an owner, only they and admins can.

Making someone an admin

In Manage → Members, change the role on that person’s row. It takes effect immediately.

You can’t lower your own role, and the last admin can’t be demoted — either would lock everyone out of managing the app with no way back.

8When something goes wrong

Symptom	Most likely cause
Signed in, but the screen is empty	Their name isn’t ticked on any forum. Open Manage → Forum and tick it.
"Only organisation email addresses can be used"	They signed up with an email outside `@organisation.example`.
Their name doesn’t appear in the owner list	They aren’t a member of the forum the task is in.
Can’t drag a card	The task belongs to someone else. Only its owner and admins can.
Asked to sign in again after already signing in	The session ended after a long idle time. Sign in again; the data hasn’t changed.
Forgot password	Click "Forgot your password?" on the sign-in page. The link goes to the organisation email.

An empty screen doesn’t mean lost data. If something seems to have vanished, it is almost always a matter of access rights or an expired session — not deleted data. The database is backed up automatically every night and kept for 90 days.