MinuteMe

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Quick Start Guide

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

Step 1. Add the meeting


In MinuteMe, we use two key terms relating to meetings - series and meetings:

  • A series is a collection of meetings around a specific task/topic/event - i.e. having a series of repeating meetings that are all related. Typically the series is defined with a regular repeating/recurring schedule, however it is possible that meetings in the series don’t occur regularly, but are still related to the same task/topic/event.
  • A meeting is an instance or occurrence of a series - or just a one-off meeting - that occurs on a specific date, at a specific time, and specific location.
Tip: Create a series if you can see that you will meet about this task/topic/event more than once in the future, regardless if it’s on a regular schedule, or an ad-hoc basis.

Read more in our series and meetings help guide.

Create a series or meeting

  • Choose the workspace and meeting type to create a series (repeating) or single (one-off/add-hoc) meeting.

    option in meeting modal

  • Type and fill your meeting details in all fields

View detailed instructions about creating a series (repeating)
1. What : Meeting detail

AddMeetingModal

A

Set your Title


B

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


C

The Category is your personalized grouping of your meetings. Choose an existing category, or click Create new category to enter a new one. For more information on categories, refer to the category section on the dashboards help guide.



2. Who : Invite people

AddMeetingModal

A

Indicate who can access the meeting using MinuteMe, and what level of access they need to the meeting. For detailed information, refer to the Regular attendees and meeting permissions section of the Series help guide.


B

Access status. For detailed information, refer to the Invitation status section of the Series help guide.


C

Add a new user by typing their name or email address. If they do not appear in the list, type their email address and press enter. For detailed information, refer to the Adding a new user section of the Series help guide.



3. When: Set the time

AddMeetingModal

A

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


B

If your first meeting starts on different day, you can set the time when the first meeting started


Tip: If you meet on “weekdays”, choose the Weekly option and you can choose the relevant weekdays. To meet every 2 weeks, choose the Weekly option every 2 weeks. To meet Monday to Friday, choose the Weekly option and click each week day.


View detailed instructions about creating a single (ad-hoc/one-off) meeting

1. What & When : Meeting detail
AddMeetingModal

A

Set your meeting Title.



B

Select the existing series to add this as an ad-hoc meeting in that series, or leave blank to add a one-off meeting.



C

This option only appears when you link your meeting with an existing series. Check this to include a special Action item review topic on the meeting’s agenda.



D

This option only appears when you link your meeting with an existing series. Check this to set the agenda based on the topics in the agenda template. Read more about the agenda template in the series help guide



2. Who : Invite people

AddMeetingModal

A

This option only appears when you link your meeting with an existing series. Check this to create the meeting with the users defined in the series.


B

Add a new user by typing their name or email address. If they do not appear in the list, type their email address and press enter. For detailed information, refer to the Adding a new user section of the Meeting details help guide.



Step 2. Prepare for a meeting


Set up the regular meeting topics

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

For more information, refer to the agenda template section of the series help guide.

Add specific discussion topics to a meeting

  • The agenda can be updated for an individual meeting from the meeting details page. It will start with the agenda template topics.

    agenda template icon on topic lists

Tip: Change the order of topics using drag-and-drop. Drag a topic to the right to make it a subtopic, or back to the left to make it a topic.

Send the agenda

Attendees will automatically receive an email on the day of a meeting to advise them to “prepare for the meeting”.

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

send agenda button in meeting details page

A PDF of the Agenda/Minutes can be created before the meeting has started, as well as after the meeting has finished.

pdf-preview in meeting details page


Step 3. Meet


Capture the discussion for your meeting

Record the meeting attendees, attendance, minutes, action items, documents and private notes on the meeting details page.

meeting with absentee

A

Attendance is recorded by clicking on an attendee’s avatar. An X indicates they were absent from the meeting.


B

Join meeting is displayed half an hour before a meeting starts if you use the Online meeting url in the add/edit meeting window.


C

Add discussion topics, drag them up and down to re-order, or drag them left and right to change between a topic and subtopic.


D

Use the rich text editor for the meeting discussion. 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.


E

Attach documents that are related to the discussion topic by dragging them onto the minutes.


Send the minutes

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

Add meeting from dashboard

When you send the minutes a PDF copy of the minutes will be saved to the meeting for future reference, and a copy of the minutes and action items can be emailed to the attendees and other users who have access to the meeting.

For more information about sending the minutes, refer to the Send minutes section of the Meeting details help guide.

Step 4. Repeat steps 2 & 3!

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

When you start your next meeting, you’ll be presented with the Action item review as the first discussion topic. This gives you an actionable summary of action items from all the previous meetings in the series.

Action item review section

Now accountability is much more important, and your meetings can be much more productive.