Quick Start Guide

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

Step 1. Add the meeting


Create a series or single meeting

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

  • A series is a collection of meetings around a specific topic/event/client - i.e. having a series of 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 topic/event/client. For example, “Weekly management meeting” or “Interviews for Office Admin”.
  • A meeting or single meeting is an instance or occurrence in a series - or just a one-off meeting - that occurs on a specific date, at a specific time, and specific location. For example, “Staff working from home” or “Interview with Bob Smith”.

Tip: Create a series if you can see that you will meet about this topic/event/client 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.

From the calendar dashboard or the series dashboard click Add meeting.
Add meeting from dashboard

option in meeting modal

A

Select the workspace (only required if multiple workspaces exist).

B

Set the meeting Title. If a repeating schedule is chosen, this becomes the default name for each meeting.

C

Choose One-off to create a single meeting or select a recurrence of either Daily, Weekly, Monthly or Yearly to create a repeating series.

D

Set the start and end date/time of the first meeting. In a series with a repeating schedule, each meeting will use the same start and end time.

E

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.

F

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 invitees and meeting permissions section of the Series help guide.

G

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

H

Choose to group with an existing meeting, this option is only available to One-off meetings.

I

For advanced settings including Setting timezones and more Recurrence options select More options to view the advanced add meeting modal.


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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.

  • If the same topic was in the previous meeting, any Action Items closed since the last meeting or still open will be displayed.

    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.


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Send the agenda

To send the full agenda including document attachments and open action items from past meetings, use the email iconSend agenda action on the meeting details page when the discussion topics have been entered and are ready to send for distribution.

send agenda button in meeting details page

When sending the agenda, you can choose to have a pdf copy saved to the Documents tab of the meeting for future reference.

Tip: To see a copy of the agenda as a pdf prior to sending, use the Preview agenda action.


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A pdf of the Agenda can be created before the meeting has started.

pdf-preview in meeting details page


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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 in the Attendance menu. 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 link 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 inline during entry of the minutes (meeting notes) by typing @[name]. Refer to the Editing topics help guide for more information.

E

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


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Send the minutes

To send the minutes including document attachments and open action items from past meetings, use the Send minutes action on the meeting details page.

Add meeting from dashboard

When sending the minutes, you can choose to have a pdf copy saved to the Documents tab of the meeting for future reference.

Tip: To see a copy of the minutes as a pdf prior to sending, use the Preview minutes action.

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


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A pdf of the Minutes can be created after the meeting has started.

pdf-preview in meeting details page


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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.


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