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.
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.
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.
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.
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:
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.
The location will be set automatically if it has been entered against the series, and can be updated in the Edit meeting window.
Access this window by:
The location is displayed in:
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.
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:
Adding a new user
If the person attends other meetings with you :
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.
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.
Updating user access
After the user has been added, you can update their permissions:
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.
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.
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:
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.
To add an existing topic to the Agenda template, choose Add to agenda template from the action menu on a topic.
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.
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.
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.
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 Send Agenda button.
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.
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 also in the email that is sent to the attendees when the minutes are sent.
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.
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 itemwhen completed.
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.
Drag-and-drop documents into the discussion topic, or click choose to open a file picker.
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.
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.
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.
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.
Click Move. The target meeting will be opened.
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.
At any time during entry of the agenda or minutes you can preview a PDF version using the Print button.
This dynamically generates a fixed-format PDF that can be printed to take to a meeting, or downloaded for a local copy.
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.
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.
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.
or… do nothing and leave the topics as they are.
3. Preview the minutes before sending
At any time during entry of the minutes you can preview a PDF version using the Print 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.
Use the Send Minutes button on the Meeting details page.
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.
The options for sending the minutes are displayed below:
See the details of which meeting you’re creating minutes for.
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.
Field to enter a message to email recipients.
- 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.
- 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 PDF minutes into your meeting.
Click Send & save pdf to create a PDF copy, attach it to the meeting, and send the 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.
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.
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.
The Documents tab shows all documents across all discussion topics of the meeting.
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.
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.
A meeting cannot be deleted in MinuteMe, and archiving is the approach used instead.
Refer to the next section 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.
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.
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.
From here you can click the Archive now link to archive it.
From the schedule dashboard, apply the filter for archived meetings.