Add meeting information in Meeting Minutes

This is how you change meeting details, add/remove attendees and signers in the Meeting Minutes.

 

This article contains the following sections:

• Update the meeting details and logo

• Attendees  

• Signers

• Edit meeting items

 

Update the meeting details and logo 

You may change the suggested meeting details or update the time to reflect the actual start and end of the meeting by clicking in the field you want to adjust.

 

You can set or remove a logo by clicking Settings - Logo.

 

Attendees  

The users who were notified about the meeting are suggested as attendees and grouped accordingly.

 

 

Absence and presence

There are two types of attendee groups available to use for noting attendees in a meeting.

 

There is a default attendee group called Board Members that contains the users notified about the meeting. This group is intended for the participants that are supposed to be present in the meeting, but for whom you can register absence for one specific agenda item or the entire meeting via the drop-down Register absence on each attendee.

If there is a need for having the participant absence noted inside each agenda item, there is an option to tick on under Settings - Show participant absence inside agenda items.

 

The other alternative group can be used for participants that are not necessarily meant to participate in the full meeting, like external participants or guest participants to specific agenda items. You can register presence for one specific agenda item or the entire meeting via the drop-down Register presence on each attendee.

Add and remove attendees

You can easily add and remove attendees and change the sort order with drag and drop within the group. The group names and the Attendees header can also be changed. If desired, you may have more than one group of attendees.

 

Request users to sign

You can mark attendees one by one or the entire group of attendees as signers. Any selected signer will be included on a signature page at the end of the Meeting Minutes document. Note that you can add a title to the signature page by clicking the Signature page title.

 

Edit meeting items

Use the minutes' items to describe any decisions made for each agenda item, for example, actions taken or agreed to be taken, next steps or voting outcomes. If you use the Admincontrol Board Book feature to create an agenda, the agenda items will be copied to the Meeting Minutes, and you can edit, remove or add items.

 

Take notes 

Below the attendee area and above the Meeting Minutes itself, a free text area is included. Here you can write notes or add any information that must be included in the minutes. Click the text Notes/Introduction to start editing. You can use simple formatting tools like bold, italic, underline, in addition to bullet points and ordered lists in this field.

 

Reference to documents

Add a reference to a document available in your Board Portal by clicking Add reference.