Running a Live Session

Once a coordination session is Active, ClashWise records the meeting for you. This article covers everything you can do while the session is live — in the clash grid, in the 3D viewer, and in the coordination panel.

How you know a session is live

On the clash set page a banner reads COORDINATION SESSION IN PROGRESS — "{title} — your status, priority & contact changes are being recorded as decisions" — with Open coordination → and End session buttons.
In the 3D viewer a session bar runs across the top with a LIVE pill, an elapsed timer, the session title, the avatars of everyone in the room, the wheel control, a Coordination button, and End session.
In the sidebar the clash set carries a LIVE badge, and the dashboard shows the LIVE COORDINATION banner.

Everyone who opens the viewer during a live session is in the same room, and the session bar is where that shows up. See Working Together in the Room for the roster, following whoever is driving, and pointing at the model — and Splitting the Room to Work in Parallel for dealing the clashes out so people work several at once.

Changes are recorded automatically

This is the heart of the feature: while the session is Active, every edit anyone makes to a clash's status, priority, responsible contact, or due date — whether from the grid, the clash details dialog, or the 3D viewer's inspector — is recorded to the session automatically.

Each recorded change captures the clash number (clash #N), the field that changed, the old and new values, and who made the change. You'll see them accumulate in the panel's Changes this session section as the meeting goes on. There is nothing to switch on and nothing to remember — if the session is live and the clash is edited, it is recorded.

Only recorded changes (plus the decisions and action items you save) make it into the minutes and PDF report, so work through clashes by actually updating them rather than agreeing verbally and planning to edit later.

Marking clashes reviewed

As the team works through clashes, mark each one reviewed — in the 3D viewer the clash inspector gains a reviewed toggle while a session is live. The reviewed count appears on the session row, in the live banners, and in the sessions hub, and the list of reviewed clashes is bundled into the PDF report.

Back in the session's detail view you can click Filter grid to these {N} reviewed to see exactly which clashes the session covered.

Your organization can also switch on Auto-mark clashes reviewed, so clashes get marked reviewed automatically during sessions — see the Sessions Hub and Defaults article.

Comments, capture, and markup

While a session is live, the 3D viewer's inspector also offers comment and markup actions:

Comments — add notes against individual clashes; they appear in the session's Activities and notes feed with your name and a timestamp.
Capture & markup — take a snapshot of the current view and draw on it to highlight the issue. Markup screenshots are saved to the session's Attachments.

The Activities and notes section of the panel keeps a chronological feed of comments, notes, and "marked reviewed" entries. Each entry shows the author, timestamps, any attachment chips, and clash #N links you can use to isolate that clash in 3D or jump to it in the grid.

Recording decisions

Use the Decisions section of the panel to write down the calls the team makes — "Record a decision…", type it, save. Decisions can be edited or removed later. They are stored exactly as you write them and reproduced verbatim in the minutes, so a decision that isn't typed here (and isn't an automatic change record) won't be in the record.

Action items

The Action items section tracks follow-up work:

Add items with "Add an action item…" and optionally assign an owner ("Owner (optional)").
Tick the done checkbox as items are completed.
Click AI: suggest to have Wise draft action items from what the session has recorded. Suggested items appear as "Suggested — accept the ones you want" — accept or dismiss them individually or all at once. Nothing is added until you accept it.

If your AI allowance is used up, you'll see "AI suggestions aren't available right now — your AI usage limit has been reached." You can still add action items manually.

Decisions and action items are editable while the session is Active and after it has Ended — but not on a session that is still only Scheduled.

Attendees

The Attendees section records who is in the meeting — and mostly fills itself in:

Everyone who joins the room is added automatically and marked joined live — members opening the viewer and guests arriving by invite link alike. You don't keep the register; the room does.
Add anyone else by hand. Type a name or an email into the add field — matching clash-matrix contacts are suggested as you type, and a typed email fills the Email field with the name started for you. Each person is a card with name, company and email editable in place.
Adding someone with an email to a running session invites them. Their personal join link is emailed automatically, and their chip turns to invited once the email has actually been sent — see Inviting People to a Session.
The chips tell you where things stand: joined live, invited, or not joined.

Attendees are listed in the minutes and the PDF report, annotated with who actually joined. The people on the roster also feed the Owner suggestions on action items, so assigning follow-ups to the people in the room is a pick, not a re-type. You can also manage the roster by asking Wise — "add Ama from Acme to the attendees" works in the chat, mid-session.

Attachments

The Attachments section collects markup screenshots and any files added during the session. Images preview in place; other file types download. Attachments are bundled into the PDF report, and deleting a session deletes its attachments with it.

Ending the session

When the meeting is done, click End session (available on the set banner, the 3D session bar, and the session's detail view). Before anything is locked you get a wrap-up step:

Confirm who attended — the roster as the room observed it, with the joined-live chips. Correct names, add someone who dialled in unseen, or remove a row that shouldn't be in the record.
Add follow-ups? — if the room was split and some lanes weren't finished, ClashWise offers a follow-up action item per uncovered lane. They're offered, never added automatically — tick the ones the room actually agreed to.

Confirm roster and end closes the session. See the Minutes and Session Reports article for what happens next.

Tips

Make the edit the moment the decision is made — the automatic change record is the most reliable note-taker in the room.
Use markup captures for anything visual; a drawn-on screenshot in the report saves a paragraph of description.
Run AI: suggest on action items before ending the session, while everyone is still present to accept or correct them.