MinuteMe

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Quick Start Guide

This quick start guide shows you how to get started with MinuteMe.

On this page we walk you through the steps to:
  1. Set up a meeting
  2. Prepare for a meeting occurrence
  3. Meet
  4. Repeat steps 2 and 3!

Step 1 - Set up the meeting


A “Meeting” in MinuteMe is essentially a folder for all instances of a meeting you have around a task/topic/event/project.

Create a new meeting

  1. Click Add a new meeting in My meetings dashboard to start the process.

  2. WHAT : Meeting detail
    AddMeetingModal

    A

    Set your Meeting Name


    B

    Set the regular meeting Location. This location will automatically be applied to each occurrence of the meeting - although can of course be changed for each occurrence if the location is different and can be left blank.


    C

    Choose the default Category or type a category new name (and then press Enter) to create a new category. Category is used for you to group meetings together - the category you choose is only for you. For more information on categories, refer to the category section on the My meetings dashboard help guide.



  3. WHO : Invite people
    AddMeetingModal

    A

    Add the regular attendees. 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

    Indicate who regularly attends so you can assign action items to them and mark them as absent/present for the minutes. Attendees can be updated and overridden for each occurrence.


    C

    Indicate who can access the meeting using MinuteMe, and what level of access they need to the meeting. More details on access levels are described on the Permissions help guide.



  4. WHEN: Set the time
    AddMeetingModal

    A

    Set the date and time of the first meeting.
    If you meet regularly, change the Recurs option to reflect your regular meeting schedule.


    Tip: If you meet on “weekdays”, choose the Weekly option and you can choose the relevant weekdays.

    B

    Click Create to create the meeting and schedule the occurrences defined by your recurrence schedule.


    Updating the meeting details
    If you want to update the meeting details later, a user with Admin access level can simply choose Edit from the Action menu next to the meeting’s name, in the Meeting details page.

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Set up the common agenda items in the Agenda Template

After the meeting is created, or at any point in the future, you can modify the regular agenda topics in the Agenda Template. These topics will be automatically added to the agenda each time you meet.

  1. Go to the Meeting details page and click the Agenda Template tab.

    Agenda

    A

    Use the blue Meeting tab to manage the agenda template.


    B

    This notice is to remind you that you are modifying the template - not an individual occurrence.


    C

    Add, change and delete your regular agenda topics. Use drag-and-drop to change the order of the topics and move them between a topic and subtopic.


    D

    The Action menu on each topic allows you to add/remove topics.


    E

    Assign an owner to the discussion topic, and even add content you wish to automatically be added for each occurrence.


  1. Now this agenda will be automatically used as the starting agenda for each occurrence of the meeting, to save having to add the regular discussion topics each time you meet.

    Tip: The common agenda topics in the Agenda Template can be changed at any time however only occurrences that do not already have agenda topics will inherit the changes made.

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Step 2 - Prepare for a meeting occurrence


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 topics, minutes and action items are added, and where you can make your private notes.

If you created the associated meeting with a recurring schedule, the occurrences will be created automatically for you.

Add specific discussion topics to an occurrence

Discussion topics can be added to an occurrence from multiple places. Regardless of which way you choose to do it, they will always be added to the same agenda.

If the occurrence is the current in-progress or next upcoming occurrence for the meeting, you can manage the agenda topics via the Meeting details page for the related meeting.

Alternatively, the full agenda can be managed from the Occurrence details page.

Managing agenda

A

Use the green occurrence tab to manage the agenda for an individual occurrence.


B

The Action Item Review is a special agenda topic that shows action items from previous occurrences.


C

List of discussion topics. Click the box to mark a topic as “complete” or “discussed”.

Blue : Regular agenda topics that are copied from the meeting’s agenda template.
Green : Topics added for this specific occurrence, added via the occurrence page or Next occurrence panel in the Meeting Details page.

D

The Action menu on each topic allows you to add/remove topics, convert a topic into a regular agenda topic, and even copy a link for that topic to the clipboard.


E

Fill out the minutes of each agenda topic. You can assign an owner to the topic, as well as add action items and documents.

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Send 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 from the Occurrence details page:

Email agenda occurrence

See below for a sample of the email:

Email received

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A PDF of the Agenda/Minutes can be created before the meeting has started. This can be used to print a copy of the agenda, action items and any pre-entered minutes which is handy if you prefer to take paper notes during the meeting and enter them into MinuteMe later. Of course it would be more efficient to enter the minutes directly into MinuteMe during the meeting!

Use the Print button on the Occurrence details page.

Preview button

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Step 3 - Meet


Record the attendees, minutes, and private notes

The Occurrence details page is used to record the attendees, their attendance, minutes and private notes.

Editing minutes

A

Use the green occurrence tab to record the attendees, minutes, and private notes.


B

Attendees are assumed to be present by default. Click on an attendee’s picture/initials (avatar) to mark them as absent/present.


C
Topic contents


D

Agenda topics can be marked as complete or discussed by clicking the checkbox on a topic.


Tip: While you’re creating minutes, you can add and delete discussion topics, and change the order using drag-and-drop. Drag them up and down to re-order, or drag them left and right to change between a topic and subtopic.

E

Create your Private notes. These are only visible by you and are searched when you perform a search.

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Record the action items

Action items can only be added on the Occurrence details page. They can be added to a specific discussion topic, or to the occurrence if not related to a specific topic.

in-line action item

A

On the green occurrence tab, choose the Agenda/Minutes tab for action items that relate to a specific discussion topic.


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.

Action items that do not relate to a specific discussion topic can be added on the Action Items tab. The Action items tab is also very useful to see a summary of all the action items - both closed and open - for the occurrence.

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Attach documents

Documents can be added on the Occurrence details page. They can be added to a specific discussion topic, or to the occurrence if not related to a specific topic.

Documents can be added to a discussion topic in the Documents section.

Document in occurrence

A

Document details are displayed. Click the document name to open it in a new MinuteMe tab.


Tip: Right click the document and select your browser’s Open link in new tab to open the document in a separate browser tab.

B

Click the Add Document button to upload a new document from your computer.


C

Comments can be added to a Document to keep track of discussions about it.


Permissions information:
Comments can be added/deleted if you have Write access to the occurrence.

D

Remove the document by clicking the delete icon, or download a copy of the document to your computer.

Documents that do not relate to a specific discussion topic can be added on the Documents tab. The Documents tab is also very useful to see a summary of all the documents for the occurrence.

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Send the minutes

Use the Send minutes button when the minutes and action items are entered and ready to send for distribution.

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.

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

4. Send Minutes

Use the Send Minutes button on 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.

When you send the minutes a PDF copy of the minutes will be saved to the occurrence for future reference and as a record of the meeting. The PDF copy of the minutes can only be deleted by a user with Admin access.

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

These options will only appear if you are marking topic status, and you have an incomplete green topic


F

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


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

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Step 4 - Repeat steps 2 and 3!


Now that you have completed a full cycle for a meeting occurrence, the next steps really are to ensure that you update your agenda template as required, and then continue adding and updating your occurrences.

If you created a scheduled meeting, future occurrences will be automatically created for you by MinuteMe. Of course, you can also create a new ad-hoc occurrence at any time (if you have Admin access level) from the Meeting details page.

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