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Occurrence Details page

The Occurrence Details page captures the key information for an occurrence. Remember that an Occurrence in MinuteMe is an instance of a meeting. 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.

Occurrences 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.

On this page we walk you through the steps to:
  1. How to get to the Occurrence Details page
  2. Editing occurrence details
  3. Agenda/Minutes
  4. Send or Re-send Minutes to save a PDF copy of the minutes to MinuteMe and send the minutes and action items by email
  5. Action items
  6. Documents
  7. Private Notes

How to get to the Occurrence Details page


Accessing the Occurrence Details page is typically done via it’s related meeting. For this, navigate to the My meetings dashboard and drill down to the Occurrences tab on the related Meeting.

The occurrence can also be accessed directly, via the SCHEDULE section on the My meetings dashboard.

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Editing occurrence details


Most of the occurrence’s details are updated in the Edit Occurrence window. Simply click the settings icon next to the occurrence’s name on the Occurrence details page.

Edit occurrence

Permissions information:
Only a user with Admin access level of the occurrence can update the occurrence details. The occurrence’s settings icon will only appear if you have Admin access.

Occurrence Name

The Occurrence Name can be changed by using the occurrence’s settings icon on the Occurrence details page, or can be set when the occurrence is created. Using a different name can help to locate the occurrence if the primary content of the discussion is different to the meeting’s name.

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

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Date/Time

The occurrence occurs at a specific date and time. If the date/time changes, it can be updated using the occurrence’s settings icon on the Occurrence details page.

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

Edit occurrence

A

Set the date/time of the meeting.


B

The meeting’s timezone is automatically defaulted based on the timezone in your user profile, which can be updated via your Settings page from the left navigation menu.

Permissions information:
You can reschedule the occurrence if you have Admin access to the occurrence. The occurrence’s settings icon is only visible if you have Admin access to the occurrence.

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Location

The location will be set automatically if it has been entered against the meeting, and can be changed (or set) in the Edit Occurrence window, accessible via the occurrence’s settings icon displayed next to the occurrence’s title on the Occurrence details page.

The Location is displayed in:

Tip: when the minutes are sent via email, the minutes will include the date, time and location of the next scheduled occurrence, 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 occurrence if you have Admin access to the occurrence. The occurrence’s settings icon is only visible if you have Admin access to the occurrence.

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Attendees and occurrence permissions

Attendees and occurrence permissions are accessed via the occurrence’s settings icon, or via the + add user icon next to the list of attendees in the Occurrence details page.

Permissions information:
You can modify the attendees and occurrence permissions if you have Admin access to the occurrence. The occurrence’s settings icon and the + add user icon are only visible if you have Admin access to the meeting.

To add a new user, type their name in the Search by name or add an email address box. If the person attends other meetings with you, their name will come up in the search results. If they are not someone who attends a meeting with you already in MinuteMe, you will need to enter their full email address. Once their name or email address is entered, choose the Add button to add them to the list of users.

When a new user is added to an occurrence, if their access level is any value other than None they will receive an email inviting them to access the occurrence in MinuteMe. They will be required to accept the invitation via the Notification Center before they will see the occurrence in MinuteMe. Once they have accepted access to the related meeting, they will not be required to accept any further invitations for occurrences created for the related meeting.

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

Attendees

A

Search for a person by name or email address. If they do not appear in the list, just type their email address and click Add.


B

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

A Resend link indicates they have been sent an invitation and have not yet accepted it. These users will not be able to view the occurrence 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.

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

A Left label indicates they no longer wish to have access to the related meeting and occurrences. These users will not be able to view the occurrence in MinuteMe and cannot receive agenda or minutes emails. To re-invite them, delete them from the list 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 an occurrence has no bearing on their access to the meeting, or any other occurrences. If you wish to add or change attendees or permissions on future occurrences you should update the meeting permissions on the Meeting details page.
Permissions information:
For full details on the types of access levels for an occurrence, refer to the Permissions help guide.

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Agenda/Minutes


The Agenda/Minutes tab of the Occurrence 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

Topics with a blue highlight were created from the Agenda Template.
Topics with a green highlight were added directly to this occurrence.

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 that can be used to:

Agenda Topics

A

Blue: Regular agenda topics that are copied from the meeting’s agenda template.


B

Green: Topics added for this specific occurrence, added via the occurrence page or Next occurrence panel in the Meeting Details page.


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 for the occurrence.

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Emailing the Agenda

Attendees of an occurrence will automatically receive an email on the day of the occurrence, to advise them to “prepare for the meeting”. This email will include the agenda of the occurrence as well as any open action items for them.

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

Email agenda occurrence

Use the Send Agenda button on the occurrence. The list of attendees are available as recipients of the email.

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

See below for a sample of the email:
Email received

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Marking attendance

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

Email received

The 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.

The total number of attendees, as well as those in attendance, is indicated in the Occurrences sub-tab on the Meeting details page - in the Past Occurrences tab.

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

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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.

in-line action item

A

On the green occurrence tab, choose the Agenda/Minutes tab to enter the minutes, action items and documents for each topic on the agenda.


B

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. By default it will not have a due date however this can be changed in the Action items section below the meeting notes.


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

C

Click an action to change into inline edit mode or just click to mark complete/uncomplete. A delete button appears when you hover your mouse over the row.


Tip:Comments can be added to an action item to keep track of discussions about it.

Permissions information:
Comments can be added if the action item is assigned to you, or can be added/deleted if you have Write access to the occurrence.

D

Add a new action item by typing a name, clicking me to change the assignee and not set to add a due date, and clicking Save.

Tip: All text entered here becomes fully searchable.

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

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.

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Setting the progress by marking topics 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 occurrence automatically if they should be discussed in a future occurrence.

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

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Moving or Copying a minutes topic to another occurrence

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

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

Copy or Move topic

1. Copy a topic to another occurrence.

You can copy a topic to another occurrence by choosing Copy topic to… from the topic’s Action menu.

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

Copy topic

Select a Meeting and then select an Ocurrence.

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

Click Copy to copy the topic to the occurrence specified - the target occurrence will be opened in a new MinuteMe tab.

2. Move a topic to another occurrence.

You can move a topic to another occurrence by choosing Move topic to… from the topic’s Action Menu.

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

Move topic

Select a Meeting and then select an Ocurrence.

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

Click Move to move the topic to the occurrence specified - the target occurrence will be opened in a new MinuteMe tab, and all topics in the original occurrence will be reordered.

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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.

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 occurrence and emailed when you use the Send Minutes button.

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Send Minutes


When you send the minutes a PDF copy of the minutes will be saved to the occurrence 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 occurrence.

Any user who has been assigned to the occurrence (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/occurrence - even if they have a permission level of None. Review the section Attendees and occurrence 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 occurrence.

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 Occurrence
Make sure you have created the next occurrence and checked its Location. This is important because details of the next occurrence will be included in the minutes, and the email when the minutes are sent.

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

To update the Location, refer to the Location section on the Occurrence Details help guide.

2. Mark the status of discussion topics
If you are marking the status of the discussion topics, any uncompleted green topics - i.e. topics created in this occurrence - may be moved or copied forward to a future occurrence, 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:

Tip: Blue topics are from the Agenda Template and are automatically created in the upcoming occurrences 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 of the minutes on the Occurrence details page. Use the Print button.

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

Preview

Send the minutes

Use the Send Minutes button on the Occurrence details page.

When you send the minutes a PDF copy of the minutes will be saved to the occurrence 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 occurrence.

Finish an occurrence

Tip: Once the minutes have already been generated and sent, the button will be updated to .

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 occurrence.
- 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 occurrence with the email sent to the recipient. This option is only available if there are documents attached to the occurrence.


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 green topic not marked as complete, and you there is a future occurrence of this meeting. 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 occurrence, 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 organisation 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 send the minutes.

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Action items


The action items tab shows all action items across all discussion topics of the occurrence.

Via occurrence

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

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.

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Documents

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

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 occurrence.

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 occurrence.

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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.

PrivateNotes

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