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 calendar 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 menunext to the meeting’s name on the Meeting details page.

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.

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.

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.

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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 menunext 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 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

You can reschedule the meeting if you have Admin access to the meeting.

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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 menu next to the meeting name; or
choosing Edit this meeting’s location when clicking on the meeting’s current location (or Set a location).

The location is displayed in:

The dashboards
The agenda email and PDF
The minutes email and PDF
The Daily meeting preparation email you will receive on the day you have a meeting

If an Online location link 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.

You can modify the location of the meeting if you have Admin access to the meeting.

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Attendees and meeting permissions

The regular attendees and meeting permissions are copied 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 menu next to the meeting name; or
choosing Meeting from the footer of the Attendance menu.

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 :

Type their name in the Search by name or add an email address box.

Click on their name from the search results, or press Enter.

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

Enter their full email address in the Search by name or add an email address box.

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.

Add/update a new user’s display name

A new user’s display name can be added and updated up until they first log into MinuteMe, this is particularly useful in identifying attendees in meeting minutes.

Click on the user’s name to open the dropdown.
Enter a display name in the Add/Update display name input and press Enter.

You can edit a new user’s display name if you have Admin access to the meeting.

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 may receive minutes and action items via email only, and will not have any access to the meeting in MinuteMe. Read more
- Read: The user will view the minutes and action items in MinuteMe and cannot make any changes to the meeting in MinuteMe. Read more
- 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. Read more
- Admin: The user has full access to read and write, as well as change the meeting details and permissions. Read more

Permissions information:

For full details on the types of access levels for a meeting, refer to the meeting permissions section in the Permissions help guide.

Invitation status

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

New indicates they will receive an invitation for this meeting. The invitation will be in-app if the person is already a member of the workspace, or otherwise via email.

New indicates they will not receive an invitation for this meeting and will have no access to the meeting in MinuteMe. This is because their access level is set to None.

Pending 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 the Pending status to reveal a popup menu containing a re-send button.

Rejected indicates they have rejected the invitation to access meetings in the workspace. These users will not be able to view the meeting in MinuteMe. To re-invite them they must first be deleted from the workspace. After they have been removed from the workspace, delete them from the series and save, then add them again, then delete them from the meeting 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, delete them from the series and save, then add them again, then delete them from the meeting 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 they must first be deleted from the workspace. After they have been removed from the workspace, delete them from the series and save, then add them again, then delete them from the meeting and 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.

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Topics

The Topics 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 menu to perform actions with the topic:

Add the topic to the Agenda template, if it was added in this meeting and not already part of the agenda template.
Create new sub-topic or topic below an existing topic.
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.
Identify who added the topic, and when they added it.

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.

Topics can be added, edited and moved using drag-and-drop if you have Write access to the meeting.

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Agenda Template

The Agenda template is a list of discussion topics that are used as the starting point for each meeting in a Series. There is a single Agenda template for a Series, and when a new meeting is created in a series the topics can be copied from that template to create the starting agenda.

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

Editing the Agenda template

To add an existing topic to the Agenda template, choose Add to agenda template from the action menu on a topic.

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

Reapplying the Agenda template

The agenda template can be updated at any time and updates will be automatically applied to any meetings that don’t have any content yet.

However if content has already been added for the meeting (such as topics added or updated, action items added or documents added) then changes to the Agenda template will not automatically be applied to that meeting. To reapply the Agenda template to an individual meeting in the series, choose Reapply agenda template from the Manage template menu below the meeting’s topics.

Replacing a template

For a different set of topics as the starting point for your meeting, you can choose a template and apply it to the current meeting only, or to the current and future meetings in the series.

To apply a different template, choose Replace from library from the Manage template menu below the meeting’s topics.

If the template is applied to this meeting, the regular topics that have not been updated will be replaced with the new topics from the Library template, and any regular topics that have been updated as well as any irregular topics will be retained.

If the template is applied to this and all future meetings, all topics in the current Agenda template will be replaced with those from the updated Library template. For the current and any future meetings that already have content, the regular topics that have not been updated will be replaced with the new topics from the Library template, and any regular topics that have been updated as well as any irregular topics will be retained.

Changes to the Library template

A notification will be displayed next to the Manage template menu below the meeting’s topics if the Library template used for this meeting has been updated.

For more information on accepting changes to the library template, refer to the Agenda template section of the Series help guide.

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Sending the Agenda

The agenda can be sent via email prior to the meeting start time. The recipients of the agenda email may be any of the users that have been added in the Attendees and meeting permissions tab of the Edit meeting window.

To send the full agenda including document attachments and open action items from past meetings, use the Send agenda action on the meeting details page when the discussion topics have been entered and are ready to send for distribution.

When sending the agenda, you can choose to have a PDF copy saved to the Documents tab of the meeting for future reference.

Tip: To see a copy of the agenda as a PDF prior to sending, use the Preview agenda action.

The options for sending the agenda are displayed below:

A

See the details of which meeting you're sending the agenda for.

B

Recipients marked with a tick will receive an email with the agenda. Click the recipients dropdown and select a recipient from the list to include or exclude them.

C

Enter an optional message to be included in the email to the recipients.

D

Email options:

Include agenda as text in email 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 agenda.
Include agenda as PDF attachment to include a PDF copy of the agenda 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.
Save PDF agenda to MinuteMe to save a PDF copy of the agenda to the Documents tab of your meeting.

E

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

Tip: If you wish to send the agenda 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.

See below for a sample of the agenda email:

Tip: The logo displayed in the top right of the email/PDF is the logo of the workspace that the meeting belongs to, and is updated in the Manage workspaces page.

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Re-sending agenda

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

Tip: Once the agenda has already been generated and sent, the Send agenda button will be displayed as Re-send agenda however it provides the same functionality.

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Previewing or printing the agenda

A PDF of the Agenda can be created before the meeting has started. This is an identical copy of the PDF that is sent when Sending the agenda.

Use the Preview agenda action on the meeting details page.

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Marking attendance

Attendees can be recorded as either attending or absent by clicking their name in the Attendance menu on the Meeting details page.

Only those users who have been marked to attend the meeting in the meeting’s Members and roles will be available for selection.

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

Attendance can be updated by any user with Write access to the meeting.

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Entering minutes, action items and documents for your agenda topics

Content entered into the 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 (only by users who have been given access to the meeting).

A

Action items can be added inline during entry of the minutes (meeting notes) by typing @[name].

Tip: The action item title is marked with strikethrough and a ticked checkbox 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.

Tip: Images can be dropped into the editor if you wish to display them inline, or dropped in this section to add them as an attachment.

Refer to the Editing topics help guide for more information.

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Setting the progress by marking topic status

Each discussion topic in the Topics 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 topic status is only for your own use, and is not represented on the agenda or minutes email or PDF.

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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 menuof 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.

Select a series and then select a meeting.

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 menuof 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.

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.

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Deleting a topic

Topics can be deleted by choosing Delete topic and subtopics from the action menuof 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.

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Previewing the minutes as a PDF

After the meeting start time you can preview a PDF version of the minutes using the Preview minutes button.

This dynamically generates a fixed-format PDF that can be printed or downloaded.

This preview is an exact replica of the PDF that will be saved to the meeting and emailed when Sending the minutes.

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Sending Minutes

Use the Send minutes action when you are ready to distribute a copy of the minutes. The minutes are sent via email to any of the users who have been added to the meeting (both attendees and non-attendees). Users who have left the meeting cannot be added as a recipient. Email addresses previously provided are used - there is no need to re-enter any of the email addresses to distribute the minutes.

To send the agenda or 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.

When sending the minutes, you can choose to have a PDF copy saved to the Documents tab of the meeting for future reference. 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. Preview the minutes before sending
At any time during entry of the minutes you can preview a PDF version using the Preview minutes button.

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.

Sending the minutes

The minutes can be sent via email after the meeting has started and content has been added to the meeting.

To send the minutes including document attachments, action items from this meeting and open action items from past meetings, use the Send minutes action on the meeting details page.

When sending the minutes, you can choose to have a PDF copy saved to the Documents tab of the meeting for future reference.

Tip: To see a copy of the minutes as a PDF prior to sending, use the Preview minutes action.

The options for sending the minutes are displayed below:

A
See the details of which meeting you're sending the minutes for.

B

Recipients marked with a tick will receive an email with the minutes. Click the recipients dropdown and select a recipient from the list to include or exclude them.

C
Enter an optional message to be included in the email to the recipients.

D

Email options:

Include minutes as text in email 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.

Include minutes as PDF attachment to include a PDF copy of the minutes with the email sent to the recipient.

Display action item comments to include any comments for action items made since the last meeting.

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.

Save PDF minutes to MinuteMe to save a PDF copy of the minutes to the Documents tab of your meeting.

E

Click Send & save PDF 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.

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Re-sending 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.

Tip: Once the minutes have already been generated and sent, the Send minutes button will be displayed as Re-send minutes however it provides the same functionality.

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

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Action items

The Actions 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 benefit out of MinuteMe, we recommend you enter action items against the topics on the Topics 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.

Click the meeting title from the action item list to go the action item sub-tab of that meeting.
Click the link outicon 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.

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Documents

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

Pdf copies of the minutes created by the Send agenda, Send minutes, Re-send agenda and 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 benefit out of MinuteMe, we recommend you add documents against the discussion topics on the Topics sub-tab. For more information, refer to the Entering minutes, action items and documents to your agenda topics section in this help guide.

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

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

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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.

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Delete a meeting

A single meeting can be deleted to remove it from the dashboards and other views of all users that have access to it. All information is permanently deleted from MinuteMe and cannot be retrieved.

Deleting a single meeting will permanently remove the following information:

Topics
Action items
Documents
Private notes
Comments
Links to a remote calendar (e.g. Outlook, Google calendar)
Notifications
Permissions

Deleting a meeting is permanent and data cannot be retrieved.

Tip: A meeting can be archived to hide it from the dashboards and other views instead of deleting it. For more information, view the Archiving a meeting section below.

Deleting a meeting

Choose Delete from the action menunext to the meeting name and select Delete this meeting from the Delete meeting modal.

Deleting the meeting will permanently remove it for all users who have access to it.

Only a user with Admin access level of the meeting can delete it.

Tip: To delete an entire series rather than just a single meeting, refer to the Delete a series help guide.

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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 menunext to the meeting name.

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

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 sidebar. Click on this missed meeting to open it in the right panel.

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

Tip: For more information, view the Archiving meetings section of this help guide.

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

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Accessing archived meetings

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

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