AI Generated Minutes gives clerks a head start on meeting minutes. It uses AI to create a first draft from a closed caption file or Zoom transcript, matched to your agenda. It also pulls in the discussion notes you've already entered about the meeting, and it can match your organization’s style, tone, and detail level based on a reference example you choose. You can review, edit, and finalize minutes faster, all while staying in full control of the official record.
This feature is available for an additional cost to Agenda and Meeting Management Select customers with both the Minutes module and CivicPlus Media.
How It Works
AI Generated Minutes works within the existing Minutes workflow. It generates agenda-aligned content for review in a dedicated AI Minutes experience.
To use AI Generated Minutes, the following must be in place:
The feature is enabled for your organization.
An agenda for the meeting has been published to the Public Portal.
A closed caption file (VTT or SRT) or Zoom transcript is available for the associated event.
Closed caption files can be uploaded manually or ordered through CivicPlus Media’s Event Media Services.
Zoom transcripts can be downloaded from Zoom and uploaded manually.
AI Generated Minutes also requires setup at the meeting-type level. AI Generated Minutes must be enabled for the meeting type, and a reference example must be selected for it. Your reference example shapes the style and level of detail of each summary, but the content always comes from the meeting itself. See the Set Up AI Generated Minutes article for guidance on choosing one.
Once these are in place, you can have the system generate AI summaries for the meeting.
System-generated AI summaries and discussion text from your Minutes Summary appear in a new workspace called the AI Minutes view. Together, they form a draft of your minutes that you can navigate and review.
Navigating the AI Minutes View
The AI Minutes view uses a two-panel layout with sections and items in the main panel and quick navigation options in a sidebar.
Sections and Items
The main panel contains the editable minutes draft organized by agenda section and item. These follow the published agenda hierarchy to make review easier.
By default, each section and item presents separate cards for the AI-generated summary and the discussion content:
AI Summary Card: Draft content created from the closed caption file or Zoom transcript you provided.
Discussion Card: Clerk-managed content such as discussion notes and Minutes Snippets from the Minutes Summary.
You can also use the Show All and Hide All Content toggle to show or hide all content cards at once. This gives you a consolidated view of what your AI Minutes will look like before you generate a Minutes Preview.
Quick Navigation
The quick navigation sidebar provides access to the meeting’s agenda and, when available, its video or audio recording.
Event section: If a video or audio recording is available, a media player is displayed in this section. You can use it to play back the meeting recording, which can help you confirm meeting content while you create your minutes document. You can click the “Event source” link to go to the Event Media view where the recording is saved.
Agenda section: This section gives you access to the meeting’s agenda. You can click the “Agenda source” link to go to the meeting’s Minutes Summary view. Clicking an agenda section or item in the sidebar jumps the main panel to the matching content.
If a recording is available and on-demand or auto timestamps have been applied, clicking a section or item in the Agenda section also jumps the recording to that point, not just the main panel.
Editing and Finalizing Minutes
Once your draft minutes are generated, you can review and edit the content. This allows you to reorder or reassign summaries as needed and to finalize the record when you're ready.
Reviewing and Editing Your Minutes Content
Editing content is as easy as clicking directly into an AI summary or discussion card. You can also click the pencil icon next to a section or item name. This opens the card as an editable field with a rich-text editor. Use it to revise wording, format text, and even use the AI Editing Assistant.
Reordering and Reassigning AI Summaries
AI-generated content is designed to stay aligned with meeting structure, but you can still make adjustments during review. Simply drag and drop AI summary cards to reorder content where supported. You can also use the Reassign tool to assign a summary to a different agenda item if it was mapped incorrectly.
If you need to reorder sections or items in the agenda itself, this can be done in the Minutes Summary. Changes carry over to the AI Minutes view as soon as they're made.
Finalizing Your AI Generated Minutes
When your minutes review is complete, you’ll click “Finalize AI Minutes” in the AI Minutes view. This will merge all AI summaries and discussion fields.
You can then use the Minutes Preview to see a PDF version of your minutes document. This includes Minutes Snippets, discussion notes, AI summaries, and minutes attachments. Once this is complete, you can generate and publish your minutes document. Use the same Agenda Files view you currently use to create, upload, and publish minutes files.
System Requirements
AI Generated Minutes is only available to Agenda and Meeting Management Select customers who have both the Minutes module and CivicPlus Media (either full streaming or CivicPlus Media – Upload Only).
Enable AI Generated Minutes
AI Generated Minutes is available to Agenda and Meeting Management Select customers that meet the system requirements, for an additional cost. For more information or to enable the feature, please contact your Customer Success Manager or Account Manager.
Once enabled, you’ll need to configure AI Generated Minutes for each Meeting Type you want to use it with. You'll also select an AI Reference example for each one. Then you’re ready to get started.