MinuteMe

How can we help you today?

Search here to get answers to your questions

Meeting Details page

The Meeting details page captures the key information for a meeting. Remember that a meeting in MinuteMe is an instance of a series. It may be a scheduled discussion, or an ad-hoc discussion, but typically involves people getting together in-person or virtually, to discuss something at a particular date and time.

Meetings are where you will spend the majority of your time entering data in MinuteMe - this is where the minutes and action items are added, and where you can make your private notes.


How to get to the Meeting Details page


The Meeting details page is accessed via the schedule dashboard or series dashboard.

Additionally, the Meeting details page can be accessed via an action item in the My action items dashboard, via a document in the My documents dashboard, and via meetings you have previously viewed in the Quick switcher.


Editing meeting details


Most of the meeting’s details are updated in the Edit Meeting window. Choose Edit this meeting from the action menumenu iconnext to the meeting’s name on the Meeting details page.

Option menu

Tip: Many of the meeting’s details are defaulted from the series. Once the meeting has been edited, future changes made to the series will not automatically flow down to the meeting, and will need to be applied manually.
Permissions information:
Only a user with Admin access level of the meeting can update the meeting details.


Meeting Name

The Meeting Name can be changed by clicking the meeting’s title on the Meeting details page. The name of each meeting is automatically copied from the series name - however using a different name can help to locate the meeting if the primary content of the discussion is different to the series’ name.

Permissions information:
You can modify the Meeting Name if you have Admin access to the meeting. The meeting’s settings icon is only visible if you have Admin access to the meeting.

back to top


Date/Time

The meeting occurs at a specific date and time. If the date/time changes, it can be updated in the Edit meeting window. Access this window by:

  • choosing Edit this meeting from the action menumenu iconnext to the meeting name; or
  • choosing Edit this meeting’s date when clicking on the meeting date/time below the meeting name; or
  • clicking on the meeting day to the left of the meeting name.

Changing date

Changing the date/time of the meeting will modify the date/time of this single meeting only. To modify the repeating pattern, such as if the regular meeting date or time changes, refer to the section on Changing the Schedule dates or meeting time in the Series help guide.

Tip: The meeting’s timezone is automatically defaulted based on the timezone in your
user profile and settings page
Permissions information:
You can reschedule the meeting if you have Admin access to the meeting.

back to top


Location

The location will be set automatically if it has been entered against the series, and can be updated in the Edit meeting window.

Tip: Editing the location in the Edit meeting window will only update the location for this single meeting. To update the location for all meetings in the series, use the Edit series window.

Access this window by:

  • choosing Edit this meeting from the action menumenu icon next to the meeting name; or
  • choosing Edit this meeting’s location when clicking on the meeting’s current location (or Set a location).

Location

The location is displayed in:

  • The dashboards
  • The agenda email sent from a meeting
  • The PDF minutes
  • The email copy of the minutes
  • The Daily meeting preparation email you will receive on the day you have a meeting

If an Online location Url is entered, its plain text name (e.g. Zoom, Teams, Google meet, Online) will be displayed alongside the meeting’s location. In addition, the Print/Send Minutes button turns into a link to join the online meeting half an hour before a meeting starts, so you can easily connect with your online meeting platform from within MinuteMe.

Tip: when the minutes are sent via email, the minutes will include the date, time and location of the next scheduled meeting, if one has been set up. So this can be useful to let the attendees know about the next meeting and its location.
Permissions information:
You can modify the location of the meeting if you have Admin access to the meeting.

back to top


Attendees and meeting permissions

Attendees and meeting permissions are set automatically from the series, and can be updated for this meeting in the Edit meeting window. Access this window by:

  • choosing Edit this meeting from the action menumenu icon next to the meeting name; or
  • choosing Edit users for this meeting from the update users avataradd iconnext to the list of attendees.

Setting Attendees

Permissions information:
You can modify the attendees and meeting permissions if you have Admin access to the meeting.


Adding a new user

If the person attends other meetings with you :

  1. Type their name in the Search by name or add an email address box.
  2. Click on their name from the search results, or press enter.
    Add New User

If they are not someone who attends a meeting with you already in MinuteMe :

  1. Enter their full email address in the Search by name or add an email address box.
  2. Once their name or email address is entered, press enter.
Tip: When a new user is added to a meeting, if they don’t have access to the series, and their access level is any value other than None they will receive an email inviting them to access the meeting in MinuteMe. They will be required to accept the invitation via the Notification Center before they will see the meeting in MinuteMe.


Updating user access

After the user has been added, you can update their permissions:

  • Attends: is used to indicate the person attends the meeting. This information is used to identify people who can be marked as absent/present for the minutes, and to allow action items to be assigned - action items can only be assigned to attendees.
  • Access Level: specifies the amount of information the person can see and change in MinuteMe. In summary:
    • None: The user will receive minutes and action items via email only, and have no access to the meeting in MinuteMe.
    • Read: The user will view the minutes and action items in MinuteMe and cannot make any changes to the meeting in MinuteMe.
    • Write: The user will be able to add topics, and update attendance, minutes, action items and documents linked to the meeting. These users cannot change the meeting details or attendees/permissions.
    • Admin: The user has full access to read and write, as well as change the meeting details and permissions.


Invitation status

The user’s permission status indicates supporting information to do with their access:

Attendees

Resend link indicates they have been sent an invitation and have not yet accepted it. These users will not be able to view the meeting in MinuteMe. If the user did not receive the email, or has requested you to send it again, click this link to send them an email. The link will momentarily disappear while it sends the email, and then reappear after the email is sent.

Rejected indicates they have rejected to view the meeting in MinuteMe. These users will not be able to view the meeting in MinuteMe. To re-invite them, delete them from the list and Save, then add them again.

Left meeting indicates they no longer wish to have access to the meeting. These users will not be able to view the meeting in MinuteMe and cannot receive agenda or minutes emails. To re-invite them, check their access to the series as well. Delete them from the list and Save, then add them again.

Left workspace indicates they have left the workspace. These users will not be able to view the meeting in MinuteMe and cannot receive agenda or minutes emails. To re-invite them, delete them from the series/meeting separately, save, then add them again.

Revoked indicates they have been removed from the workspace. These users will not be able to view the meeting in MinuteMe and cannot receive agenda or minutes emails. To re-invite them, delete them from the series and save, then add them again, then delete them from the meeting and save, then add them again.

If you are the only user with Admin access, you are unable to delete your permission or change it to a lower level of access. In order to change your access, there must be at least two users with Admin level access.

Tip: Updating the attendees and permissions on a meeting has no bearing on their access to the series, or any other meetings in the series.
Permissions information:
For full details on the types of access levels for a meeting, refer to the Permissions help guide.

back to top


Agenda/Minutes


The Agenda/Minutes tab of the Meeting details page is used to enter the discussion topics, and to enter the minutes (discussion notes), action items and documents arising from the discussion topics during the meeting.


Entering Agenda topics

The order of the topics can be changed using drag-and-drop. Drag a topic up and down to re-order, or drag left and right to change between a topic and subtopic.

Each topic has an action menumenu icon that can be used to:

  • Add the topic to the Agenda template, if it was added in this meeting and not already part of the agenda template.
  • Create sub-topics or new topics above and below other topics.
  • Delete a topic and all of its subtopics.
  • Copy/move topics to another meeting.
  • Copy a link directly to this discussion topic to the clipboard.
Tip: The “agenda topics” are also the “minutes topics”. When you are ready to start entering the minutes you can add/delete/move topics around to suit the discussion.
Permissions information:
Topics can be added, edited and moved using drag-and-drop if you have Write access to the meeting.

back to top


Agenda Template


The Agenda template is a list of discussion topics that are used as the starting point for each meeting in a series.

Topics created from the Agenda template will have the repeating topictopic icon icon next to the topic title.

To edit a topic in the template, choose Edit topic template from the repeating topic menu.

To add an existing topic to the agenda template, choose Add to agenda template from the action menuaction menu icon of a topic.

For more information, refer to the Agenda template section of the Series help guide.

Tip: The agenda template content can be updated at any time, however any meeting that has already had minutes updated will not inherit any changes from the agenda template.

back to top


Emailing the Agenda

Attendees of a meeting will automatically receive an email on the day of the meeting, to advise them to “prepare for the meeting”. This email will include the agenda topics of the meeting, any document attachments, and any open action items for them.

However you can trigger an email copy of the agenda to the attendees at any time. Use the email iconSend Agenda button.

Email agenda meeting

The list of attendees are available as recipients of the email. Click on a person to remove them as a recipient of the email.

If there are documents attached to the meeting, you will have an option if you would like to attach those documents to the email.

See below for a sample of the email:
Hunter received agenda email

back to top


Marking attendance

Attendees can be recorded as either attending or absent by clicking their picture/initials (avatar) in the Attendees list on the Meeting details page.

Email received

Attendance is displayed in the PDF created for the minutes, and also in the email that is sent to the attendees when the minutes are sent.

Permissions information:
Attendance can be updated by a user with Write access to the meeting.

back to top


Entering minutes, action items and documents for your agenda topics

Content entered into the Agenda/Minutes topics become the content of the minutes PDF and minutes email when produced. Here you should capture the key discussions of the meeting that need to be recorded.

The minutes are automatically saved, and immediately visible to other MinuteMe users who are viewing the same meeting.

A spell check is provided for your convenience whilst you are entering the minutes (meeting notes). There is no spell check performed when the minutes are sent.

Tip: All text entered here is fully searchable.

in-line action item

A

Action items can be added in-line during entry of the minutes (meeting notes) by typing @[name]. Any text on the line will be converted automatically to an action item.

Tip: The action item is marked with strikethrough @name Action item when completed.
B

All action items for the topic are displayed below the minutes content. Click the title, due date or assignee to change it, or add a new action item.

Tip: Comments can be added to an action item to keep track of discussions about it - click the comment bubble.
C

Drag-and-drop documents into the discussion topic, or click choose to open a file picker.


back to top


Setting the progress by marking topic status

Each topic in the Agenda/Minutes can be marked as complete. You may choose to use this when the topic is discussed in the meeting, or when all action items attached to that topic are complete.

The only system-use of marking the topic status is to allow uncompleted topics to be moved to the next meeting automatically if they should be discussed in a future meeting.

Tip: For more information, refer to the Send minutes section in this help guide.

back to top


Moving or Copying a minutes topic to another meeting

Each minutes topic can be copied or moved to another meeting - which can be in the same series or a different series.

This may be useful if you have added the topic to the wrong meeting, or if you would like to start the minutes with the content of the previous meeting.

Tip: The Agenda template can be used to automatically copy the content from the previous meeting. Refer to the Agenda template section of the Series help guide.

1. Copy a topic to another meeting.

You can copy a topic to another meeting by choosing Copy topic to… from the action menuaction menu iconof a topic.

The topic title and content will be copied to the selected meeting, however the action items and documents attached to the topic will not be copied.

Copy or Move topic

Select a series and then select a meeting.

Copy topic

Tip: The list of available meetings to copy to are only those on or after today that you have Write access to.

Click Copy. The target meeting will be opened on the copied topic.

2. Move a topic to another meeting.

You can move a topic to another meeting by choosing Move topic to… from the action menuaction menu iconof a topic.

The topic title, content, action items and documents will be moved to the selected meeting.

Select a series and then select a meeting.

Move topic

Tip: The list of available meetings to move to are only those on or after today that you have Write access to.

Click Move. The target meeting will be opened.

back to top

Deleting a topic

Topics can be deleted by choosing Delete topic and subtopics from the action menumenu iconof a topic.

All subtopics of the topic will be deleted when you choose this option. If you don’t wish to delete the subtopics, drag the first subtopic to the left, so that it becomes a sibling of the topic, and then you can delete the previous topic.

delete topic

back to top


Previewing the agenda/minutes as a PDF

At any time during entry of the agenda or minutes you can preview a PDF version using the Print button.

Email agenda meeting

This dynamically generates a fixed-format PDF that can be printed to take to a meeting, or downloaded for a local copy.

Preview

This preview is an exact replica of the PDF that will be saved to the meeting and emailed when you use the Send Minutes button.

back to top

Send Minutes


When you choose Send minutes a PDF copy of the minutes will be saved to the meeting for future reference, and additionally a copy of the minutes and action items can be emailed to the attendees and other users who have access to the meeting.

Any user who has been assigned to the meeting (both attendees and non-attendees) can be selected to receive an email copy of the minutes. Users who have left the meeting cannot be added as a recipient.

To send the minutes to a person who does not attend the meeting, they must have been added to the meeting/series - even if they have a permission level of None. Review the section Attendees and meeting permissions in this help guide.

The PDF copy of the minutes that’s saved can only be deleted by a user with Admin access.

Tip: After the minutes are sent, changes can still be made to the minutes by users who have Write access to the meeting.

Before you send the minutes

Before you send the minutes, look at the following sections to ensure the minutes created contain all the necessary information.

1. Check the next meeting
Make sure you have created the next meeting and checked its location. This is important because details of the next meeting will be included in the minutes, and the email when the minutes are sent.

If the next meeting is part of your pre-defined schedule, it will have been created automatically. If it is an ad-hoc meeting, refer to the Creating an ad-hoc meeting section of the Series help guide.

To update the Location, refer to the Location section of this help guide.

2. Mark the status of discussion topics
If you are marking the status of the discussion topics - any uncompleted topics may be moved or copied forward to a future meeting, to allow it to be discussed (or discussed again). When you send the minutes, the following options will appear if you have marked some topics as complete and not others:

  • Move all content related to the topic (including the title and content, action items, documents) to the next scheduled meeting - if there is one.

  • Copy the title of the topic (excluding all content, action items and documents) to the next scheduled meeting - if there is one.

  • Mark the items as complete
  • or… do nothing and leave the topics as they are.

    Tip: Topics with the repeating topicAgenda template iconicon are from the Agenda template and are automatically created in the upcoming meetings regardless of whether they are marked complete or not.

3. Preview the minutes before sending
At any time during entry of the minutes you can preview a PDF version using the Print button.

Email agenda meeting

This preview is an exact replica of the PDF that will be saved to the meeting and emailed when you use the Send Minutes button.

Send the minutes

Use the Send Minutes button on the Meeting details page.

Email agenda meeting

When you send the minutes a PDF copy of the minutes will be saved to the meeting for future reference, and additionally a copy of the minutes and action items can be emailed to the attendees and other users who have access to the meeting.

Tip: Once the minutes have already been generated and sent, the Send iconSend minutes button will be updated to Send iconRe-send minutes.

The options for sending the minutes are displayed below:

finish meeting

A

See the details of which meeting you’re creating minutes for.

B

Recipients marked with a tick will receive an email with the minutes. Click a recipient to include or exclude them.

C

Field to enter a message to email recipients.

D

Email options:
- Save PDF minutes to MinuteMe to save PDF minutes into your meeting.
- Include minutes in email body to include the text of each of the discussion topics in the body of the email sent to the recipient. If this option is not selected, the user is relying on a PDF being attached to the email, or by accessing MinuteMe to read the minutes.
- Attach Minutes as PDF to include a PDF copy of the minutes with the email sent to the recipient.
- Attach Documents to include a copy of any document attached to the meeting with the email sent to the recipient. This option is only available if there are documents attached to the meeting.

E

The Incomplete Topics options will only appear if you are marking the completion status of topics in your minutes, there is at least 1 topic not marked as complete, and there is a future meeting in this series. For more information, refer to the section Mark the status of discussion topics in this help guide.

F

Click Save PDF & Send to create a PDF copy, attach it to the meeting, and send the minutes.

Tip: If you wish to send minutes to a team mailbox, such as Microsoft Teams / Office 365 Groups, add the team’s email address as a non-attendee with access level None. You will need to make sure your Microsoft Team allows people outside the organization to email the group.

Re-send minutes

After the minutes have been sent, you can send them again. This may be useful if you have added a new person to receive the minutes and wish to send it to them, or if you have updated the minutes or action items and wish to re-distribute them.

The other options available are the same as those when you end the minutes.

back to top



Action items


The action items tab gives you access to all action items across all discussion topics of the meeting and series.

You may like to add action items here that are not related to a specific discussion topic in the meeting.

However, to get the most leverage out of MinuteMe, we recommend you enter action items against the topics on the Agenda/Minutes sub-tab. For more information, refer to the Entering minutes, action items and documents to your agenda topics section in this help guide.

Using the PREVIOUS MEETINGS filtering groups you can view action items from previous meetings. The action items are grouped by the meetings where the action items were created.

Action items in meeing

Click the meeting title from the action item list to go the action item sub-tab of that meeting.
Click the link outexternal link iconicon to open the specific topic where the action item was created.

Action items can be edited here if you have write access to the meeting - click on the checkbox to mark them as complete, or click the title / due date / assignee to change the action item.

back to top


Documents

The Documents tab shows all documents across all discussion topics of the meeting.

documents tab

PDF copies of the minutes created by the Send minutes or Re-send minutes features will be displayed here as well as any other document attached to the meeting.

Tip: For more information on documents, refer to the Documents help guide.

You may like to add documents here that are not related to a specific discussion topic.

However, to get the most leverage out of MinuteMe, we recommend you add documents against the topics on the Agenda/Minutes sub-tab. For more information, refer to the Entering minutes, action items and documents to your agenda topics section in this help guide.

Permissions information:
A document can only be deleted if you have Write access.

Minutes PDF documents created by MinuteMe as a result of sending minutes or re-sending minutes can only be deleted if you have Admin access to the meeting.

back to top


Private notes

Private Notes are only visible by you - they allow you to make notes to keep your own record of the discussion, while still being searchable by you.

PrivateNotes

back to top

Delete a meeting


A meeting cannot be deleted in MinuteMe, and archiving is the approach used instead.

Refer to the next section Archive a meeting.

back to top

Archive a meeting


A meeting can be archived to hide it from your dashboards and other views. The information is not deleted from MinuteMe so it can be retrieved later. When the meeting is archived, it is removed from the dashboards and other views of all users that have access to the meeting.

The meeting can also be retrieved from the archive to return it to the dashboards and other views.

Tip: For more information, refer to the Archiving series and meeting help guide.

Archiving a meeting

Choose Archive from the action menuaction menu iconnext to the meeting name.

Archiving the meeting will mark it as archived for all users who have access to the meeting.

Permissions information:
Only a user with Admin access level of the meeting can archive it.

Archiving a “missed” meeting

Meetings that are over 1 week old, and have had no minutes created may be meetings that were missed or not held. This could happen if you have a weekly scheduled meeting, for example, and the meeting wasn’t held because someone was away.

We highlight these meetings in the Past meetings list in the left panel. Click on this missed meeting to open it in the right panel.

archive now button in sidebar

From here you can click the Archive now link to archive it.

archive notification message

Tip: For more information, view the Archiving meetings section of this help guide.
Permissions information:
Only a user with Admin access level of the meeting can archive it.

back to top

Accessing archived meetings

From the schedule dashboard, apply the filter for archived meetings.

back to top