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Integration with advanced business systems

MinuteMe allows your meetings to be linked and integrated with your advanced business systems such as legal practice management and customer relationship management software.

With these integrations, you can link up your client or customer record with meetings in MinuteMe to record the agenda, minutes, action items, private notes and documents.

MinuteMe allows you to integrate with:

Smokeball


Smokeball was founded by Australian technology leaders with over 25 years of experience in delivering impactful legal technology products designed to help lawyers focus on what matters.

Smokeball and MinuteMe have teamed together to improve the administration of law firm client Matter meetings. MinuteMe provides a solution to manage meetings in a more productive and effortless way, supporting lawyers to keep on top of their workload and reduce stress.

This solution provides:

  • The ability to synchronise MinuteMe with Outlook 365 or Google Calendars and to be able to select the matter.

  • The ability to easily manage all client matter meetings from one location in MinuteMe, with all meeting outputs transferring directly to the Smokeball client record

  • A seamless transfer of open client matter details to easily set up meetings in MinuteMe with the same Smokeball reference and key information

  • The ability to search Smokeball contacts and staff from MinuteMe to select meeting attendees with ease.

  • The ability to be able to open a linked Smokeball matter from within MinuteMe.

  • Two-way synchronisation of MinuteMe meeting actions with Smokeball tasks to continue managing all your tasks in the one location.

  • A professionally formatted agenda and minutes PDF that can be saved in the Smokeball matter automatically once sent.

  • The ability to also manage all firm related administrative and management meetings in MinuteMe.

Tip: If you don’t have Smokeball installed on your device, you can still use MinuteMe to take minutes for your client meetings and save a copy in Smokeball.


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Connect with Smokeball

Essentially, a Firm in Smokeball is linked with a Workspace in MinuteMe. This workspace may have client meetings (i.e. linked with a matter in Smokeball) as well as any internal administrative meetings (i.e. meetings that are not linked with a matter).

In order to retrieve matter details, perform staff and contact look-ups, manage tasks and save documents to Smokeball, the workspace must be linked with Smokeball. The link is created by a single Smokeball user from the firm using the following steps:

  1. Authorize MinuteMe to access your firm’s Smokeball data.

  2. Choose the workspace that will house your client and internal meetings.

  3. Upload your firm’s logo to your workspace.

Permissions information:
Only a user with Owner access to the workspace will be able to configure this integration.

Authorize MinuteMe to access Smokeball data

Link up with Smokeball via the Integrations tab on your Profile & settings page accessed via your avatar from the left navigation menu.

access integration page via avatar from the navigation menu

MinuteMe will only access the following data in your Smokeball account:

  • Summary details of open matters (such as title, reference, contacts and staff)
  • Contacts (name and email) and Staff (name and email)
  • Tasks that have been saved to Smokeball from MinuteMe
  • Files that have been saved to Smokeball from MinuteMe

Connect Smokeball to your workspace

After you have authorized MinuteMe to access your Smokeball data, select the Workspace from the Choose a workspace dropdown and click Save.

Smokeball integration highlighting the link workspace dropdown component

Once connected, any series in this workspace can now be assigned a matter.

Tip: For information about workspaces, refer to the workspaces help guide.


Upload your firm’s logo to your workspace

Upload your firm’s logo to be displayed in the agenda and minutes PDF that is generated by MinuteMe.

Read how to upload a workspace logo in the Workspaces help guide.



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Assigning a Matter to a meeting

All meetings for a specific matter will be grouped together in a series. Therefore, it is the series that is linked with a matter.

The matter can be assigned to a series when the meeting is created, or at a later stage by editing the meeting details.

Assigning a matter to a series will automatically set the series title based on the matter details - however each meeting in the series can have its own title depending on the nature of the individual meeting being held. If any of the matter details are updated in Smokeball, the series title will be updated automatically.

MinuteMe meeting modal highlighting the Smokeball matter dropdown

For information about adding a series, refer to the Add the meeting section of the Quick Start Guide.

For information about editing an existing series, refer to the Editing a series section of the Series help guide.

Tip: A matter cannot be assigned to a Single meeting.

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Add Smokeball Calendar event to MinuteMe via Outlook

If your calendar is hosted with Microsoft 365 Outlook you can easily add a pre-scheduled meeting to a new or existing series in MinuteMe.

From your Outlook Calendar dashboard select a meeting to import into MinuteMe.

  • If there is a matter assigned to this meeting, MinuteMe will recognise it as a match and preselect the matter in the Matter dropdown.
  • If the matter is not assigned to this meeting in Outlook, you may choose to add the meeting to an existing series (if the matter already has meetings in MinuteMe), or to a new series.
Tip: The Matter dropdown will only appear after you have selected a workspace that is linked with Smokeball.

Outlook add meeting modal highlighting the Smokeball matter dropdown

Tip: For detailed information, refer to the Microsoft 365 Outlook Calendar help guide.

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Add Smokeball Calendar event to MinuteMe via Google Calendar

If your calendar is hosted with Google Calendar you can easily add a pre-scheduled meeting to a new or existing series in MinuteMe.

From your Google Calendar dashboard select a meeting to import into MinuteMe.

  • If there is a matter assigned to this meeting, MinuteMe will recognise it as a match and preselect the matter in the Matter dropdown.
  • If the matter is not assigned to this meeting in Outlook, you may choose to add the meeting to an existing series (if the matter already has meetings in MinuteMe), or to a new series.
Tip: The Matter dropdown will only appear after you have selected a workspace that is linked with Smokeball.

Google Calendar add meeting modal highlighting the Smokeball matter dropdown

Tip: For detailed information, refer to the Google Calendar help guide.

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Setting the attendees and permissions

In order to accurately reflect the agenda of a meeting it is important to note who was invited to the meeting, and in order to accurately reflect the minutes of a meeting it is important to note who attended.

When adding a meeting to MinuteMe manually or via your Outlook calendar, you will be required to enter the list of invitees and permissions. Any person that is invited to (or attends) the meeting should be added - noting that a person’s email address is required to add them to a meeting.

It is possible, however, to set their access level so that they have no access to the meeting in MinuteMe - in this case choose an Access level of None.

It is also possible to grant access to a meeting for someone who was not invited to attend.

For more information, refer to the Attendees and meeting permissions section in the Meeting details help guide.

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Saving the Agenda/Minutes to Smokeball

After the agenda or minutes are completed, you can generate a professional-looking PDF that can be saved directly to the matter in Smokeball. The PDF will be saved in a folder called Meetings (MinuteMe) on the linked matter in Smokeball.

Choose the option to Save PDF agenda to Smokeball when you send the agenda or Save PDF minutes to Smokeball when you send the minutes.

Send agenda modal highlighting the Attach PDF to Smokeball option

Tip: Ensure you have added your firm’s logo to the workspace to ensure the agenda and minutes have your branding.



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Open the Matter in Smokeball from within MinuteMe

Once a series is linked with a matter, the Smokeball matter can be opened directly from within MinuteMe (provided it is installed on your device).

Choose View in Smokeball from the action menumenu icon next to the meeting title.

MinuteMe meeting detail header highlighting the 'View in Smokeball' Action menu option



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