Review the minutes of a previous meeting

New Meeting Minutes are carried forward from one meeting to the next to be reviewed, before recording additional minutes under each section.

To review a set of meeting minutes, follow the steps below.

Step 1:  Create a new meeting

Start by creating a new meeting in the related Meeting Group folder. All minutes from the previous meeting will be displayed.

Step 2:  Review minutes

Mark each minute (i.e. a task or a note) as completed/reviewed, by clicking the checkbox on the left-hand side of each.

Minutes that are not checked will be carried forward to the next meeting and will continue to appear in corresponding meetings until they are completed/reviewed.

Minutes that are been marked off appear in the Meeting Minutes pdf file in grey (see the example at the bottom of this page).

Note: once minutes are checked off, they do not appear in the next meeting.

 

Step 3:  Add new sections and log meeting minutes

Add additional minutes under each section related to your new meeting. You can also create additional sections for any new topics of discussion.

 

Step 4:  Add attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your meeting.

1. Attach a plan/file from your document register to your meeting
2. Markup a plan from your document register and attach it to your meeting
3. Attach any form notice from your Management module to your meeting
4. Attach a photo or file from your device to your meeting

Step 7:  Send, Save or Save as draft

After adding all related information to your meeting, click the "DONE" button on the top right-hand side of your screen to reveal the below options:

1. Send (email notifications are sent to recipients)
2. Save (email notifications are not sent to recipients, but a meeting is logged)
3. Save as draft (come back to your meeting later)
   

 

Step 8:  Notifications (if sent)

After sending out your Meeting Minutes, each contact receives an email notification like the one in the example below.

Recipients can click the "Download Meeting Minutes" button to download the Meeting Minutes pdf and any related attachments.

A record of the meeting is added to your Meeting Group folder, including all related information.

Note: Meeting Minutes email notifications are one-way only, so replies to these emails from recipients are not relayed to the sender.

Example:  Meeting Minutes email notification

Example: Meeting Minutes pdf file (including marked off minutes in grey)

Example: Meeting One - create an initial set of minutes

Example: Meeting Two - Meeting One minutes checked off

Example: Meeting Three - checked minutes from Meeting One (signed off in Meeting Two)  do not appear

If you have any questions about the Meeting Minutes tool, shoot us an email at [e-mail] and our customer success team will be in touch.