Update meeting minutes

After the meeting is over, you can download a draft of the minutes as a Microsoft Word document, and then update the content as needed. Next, you can upload the revised minutes document to an agenda. After you share or publish the minutes, you’ll be able to sign and adopt them, so they’re available in a future meeting for approval. This section describes how to download minutes, upload a revised minutes document, add it to a future agenda, and then sign and adopt the minutes.

Download draft minutes

You can download a draft of the minutes, which includes the agenda and the notes and motions taken during the live meeting.

  1. Go to the Meeting details page, then select options .

  2. Select Download draft to download the minutes as a Microsoft Word document. For a copy of the member minutes, select Member minutes.

  3. You can select Public minutes to download a copy of the public minutes.

    Note

    Public minutes do not include member-only agenda items or member-only attachments.

  4. The file is available in your browser. Depending on your browser, the file appears at the bottom of your browser window or in the Downloads folder. You can select the file to open it right away or view it later in your default download location.

Upload draft minutes

After editing the minutes in Microsoft Word, you can upload the revised minutes document, so it’s available in the Meeting details.

  1. To get started, select options on the Meeting details page, then select Upload draft from the menu.

  2. To upload minutes for a closed or executive session, select Member minutes. A document upload window displays.

  3. Alternatively, to upload minutes for the public, select Public minutes. A document upload window displays.

  4. Browse your files, then select the revised minutes saved as a Microsoft Word document.

  5. Select Open to begin uploading the minutes.

  6. After uploaded, the minutes are available in Meeting details.

Add minutes to a future agenda

You can add the minutes to a future meeting’s agenda for approval.

  1. Navigate to the Meeting details page, then select Add to agenda. The Add minutes to agenda dialog appears.

  2. Select the following meeting details:

    • Meeting group: Select a meeting group from the list. Each meeting group is defined by the users who can access the agenda. We recommend selecting a meeting group that has access to the meeting template you used to create the agenda.

    • Meeting: Select a meeting name. You can only view and select future meetings.

    • Section: Select a section from the meeting agenda.

    • Item: Select an item from the agenda.

    • Create new agenda item: Enter a name for the agenda item that will contain the minutes.

    • Description: Enter a description for the agenda item that will contain the minutes, if needed.

  3. To add the minutes in the member agenda, select the checkbox next to Member minutes.

  4. To add the minutes in the public agenda, select the checkbox next to Public minutes.

    Note

    To add both the minutes both in the member agenda and the public agenda, select both options.

  5. Select Add to Agenda.

    The minutes are now added as an attachment to a future meeting’s agenda.

Add items to minutes

You can add items, headings, subheadings, or motions to minutes. These new additions do not reflect on the agenda.

  1. From the left navigation menu, select All meetings.

  2. On the All meetings page, select the meeting for which you want to add items.

  3. On the details page, under Minutes, select Edit.

  4. On the minutes page, open the section where you want to add an item.

  5. On the + MOTION button, from the dropdown list, select one of the following:

    • Add agenda item to add an agenda item to the minutes.

    • Add section to add a section to the minutes.

    • Add subheading to add a subheading to the minutes.

    • MOTION to add a motion.

  6. Add a description to the item.
    Changes are saved automatically.

Reorder minutes

You can reorder the items in minutes by moving the content up or down. However, you must not reorder the sections as the minutes and the agenda go out of sync. You can reorder minutes only when a meeting starts.

  1. From the left navigation menu, select All meetings.

  2. On the All meetings page, select the meeting for which you want to reorder the minutes.

  3. On the details page, under Minutes, select Edit.

  4. On the minutes page, from the Options menu on the right of the item that you want to reorder, do one of the following:

    • Select Move up, if you want to move the item before the previous item.

    • Select Move down, if you want to move the item after the next item on the list.

Sync minutes

If there is a mismatch in the order of the agenda and minutes sections, when you open the agenda, you get a notification to sync the minutes.

  1. Open the agenda for the meeting for which you reordered sections.
    A banner indicating that the agenda and the minutes are not in sync appears.

  2. Select the Sync Minutes button that appears at the end of the banner.
    The minutes is updated with the original order of the agenda. While reordering your minutes, if you added new sections to the agenda without disturbing the order, the sync action places those sections at the end of the agenda.