Weekly Review Meeting

What is Weekly Review Meeting and why do we need it?

One of the three most important behaviors that drive a successful car wash operation is regular review meetings. The Weekly Review Meeting Tool helps your sales management team conduct structured, organized weekly business review meetings. Think of it as a guided meeting assistant that keeps everyone on track, ensures all important topics are covered, and automatically saves your meeting notes for future reference.

We strongly encourage sales leaders to make this a mandatory weekly activity for all site managers.

The tool provides:

• A structured agenda with four key sections to review each week
• Real-time participant tracking so you can see who's in the meeting
• A built-in timer to keep meetings on schedule
• Automatic note-taking that saves everything discussed
• Meeting history so you can look back at previous weeks

Getting started

Before your team can use the tool, an administrator needs to configure the meeting schedule:

1. Go to the Weekly Review Meeting section in the Toolbar 
2. Configure:
   • Meeting Day: Choose which day of the week your team meets (e.g., Monday)
   • Meeting Time: Set the time (it will automatically adjust to everyone's timezone)
   • Default Duration: Set how long meetings typically run (15-120 minutes)
3. Save your settings

Once configured, the tool will show a countdown to your next scheduled meeting on the dashboard.

How to use the Weekly Review Meeting

Starting a Meeting (Meeting Host)

1. Navigate to the Weekly Review Meeting tab in the toolbar

• You'll see a "Start Meeting" button when you're ready to begin

  

2. Click "Start Meeting"

• Select which week you want to review (typically the previous week)
• Choose the meeting duration (use the default or customize)
• Optionally add a video conference link (Zoom, Google Meet, etc.)

• Click Create Meeting

  

3. Wait in the Meeting Waiting Room

• The meeting enters a "waiting room" where participants can join
• You'll see a list of everyone who has joined

• When everyone is ready, click "Start Meeting" to begin

  

Joining a Meeting (Participants)

1. Go to the Executive Summary Dashboard

• You'll see any active meetings that have been created

2. Click to join the meeting

3. 

• You'll enter the waiting room
• If a video conference link was provided, click the "Video Conference" button to join the call
• Wait for the meeting host to start the meeting

The Meeting Structure

Every Weekly Review Meeting follows the same four-section structure:

1. Celebrations & Corrections

Purpose: Start on a positive note by recognizing team achievements and addressing areas for improvement

• Discuss wins from the past week
• Acknowledge team members who went above and beyond
• Address any corrections or issues that need attention
• No note-taking in this section (it's meant to be conversational)

2. Location Performance

Purpose: Review how each business location performed and set goals for the upcoming week

• Review key performance metrics for each location
• Identify which locations are excelling and which need support
• Set specific conversion and coverage goals

• Take notes on goals and action items

  

Example goals: "Location A: Conversion 65% | Coverage 85%"

3. Team Performance

Purpose: Review individual and team performance and recognize top performers

• Review team member metrics
• Identify "all-stars" who exceeded expectations
• Discuss team trends and patterns

• Take notes on recognition and follow-ups needed

  

4. Coaching Review

Purpose: Review manager coaching activities and set goals to support team development

• Review coaching activity from the past week
• Identify team members who need additional coaching
• Set coaching goals for managers

• Take notes on coaching priorities and action items

  

Tools to use during your meeting: 

Meeting Host: 

Navigation:

• Use the "Previous" and "Next" buttons at the bottom to move through sections
• The progress bar shows how far along you are in the meeting

• Everyone else in the meeting will see your progress and can follow along

  

Taking Notes:

• Each section (except Celebrations) has a notes area
• Type your notes as you discuss each topic
• Notes are saved automatically and will be available for future reference
• Use the formatting toolbar to organize your notes with headings, bullets, etc.
• Only the host can edit the notes section

Timer:

• A countdown timer shows how much time remains in your scheduled meeting
• When 5 minutes are left, the timer will turn red as a warning
• Important: Try to finish within your scheduled time! If the timer expires, you'll have a grace period (approx. 30 minutes) to wrap up and click "Finish Meeting"

• If the meeting runs beyond the scheduled time plus the grace period, it will be automatically closed and marked as "UNFINISHED"

  

Finishing the Meeting:

• When you reach the last section, the "Next" button becomes "Finish Meeting"

  

• Click it when you're done reviewing all sections
• Confirm that you want to finish
• You'll return to the dashboard, and the meeting will be saved to your history

Participants: 

Following Along:

• You can view any section the host has already covered
• The sidebar shows which section each participant is currently viewing
• You can navigate back to review previous sections while the host continues forward

Viewing Notes:

• You can see notes being taken in real-time
• Notes are viewable in each section as they're added

Video Conferencing:

• If the host provided a video link, use the "Video Conference" button in the header
• This opens your video call in a new tab while keeping the meeting tool open

After the meeting: 

Viewing Past Meetings

1. Go to the Executive Summary Dashboard
2. Scroll to "Previous Meetings"
   • You'll see a table of all past meetings with dates, hosts, and status

3. Click "Details" on any meeting to view:

   • Who attended
   • Notes from each section
   • The week that was reviewed
   • Recording link (if added)

   

Adding a Recording Link (Tenant Admins)

If you recorded your meeting and want to attach the link:

1. View the meeting details from the Previous Meetings table
2. Click "Edit Recording Link"
3. Paste the link to your recording (YouTube, Loom, etc.)
4. Save

The recording link will now be available to anyone viewing the meeting details.

FAQs 

Frequently Asked Questions

Q: What happens if we run out of time? 

A: When the timer reaches zero, you'll have a grace period (aprrox. 30 minutes) to wrap up your meeting and click "Finish Meeting." We encourage you to stay within your scheduled time to keep meetings efficient. If you go beyond the scheduled time plus grace period without finishing, the meeting will be automatically closed and marked as "UNFINISHED" - but don't worry, all your notes and attendance will still be saved.

Q: Can I join a meeting late? 

A: Yes! You can join at any time. You'll be able to view any sections the host has already covered, and you'll be automatically marked as an attendee.

Q: Can I edit notes after the meeting is finished? 

A: No, once a meeting is marked as complete, the notes are locked. This ensures a consistent record of what was discussed during the meeting.

Q: What if the host needs to leave before the meeting is finished? 

A: An administrator can transfer the host role to another meeting attendee, allowing someone else to continue and finish the meeting.

Q: Do I need to be on video to use this tool? 

A: No, the video conference link is optional. Your team can use the tool for in-person meetings, phone meetings, or as a standalone tool without any video at all.

Q: Can we customize the four sections? 

A: The four sections are fixed to ensure consistency across all weekly review meetings. This structure is designed to cover the most important aspects of business review.

Q: What happens if we don't finish a meeting? 

A: If a meeting isn't finished (either because the host didn't click "Finish Meeting" or because it exceeded the time limit and was automatically closed), it will be saved to your history with an "UNFINISHED" status. You can still view the notes from sections you did complete, see who attended, and start a fresh meeting for the next week.