Create Meeting Minutes

  • Updated on Jul 19, 2025
  • Published on May 9, 2025
  • 4 minute(s) read
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This article will show you how to use the Minutes Module to create meeting minutes within Agenda and Meeting Management Select.

Important Note

You must have access to the Minutes Module to create meeting minutes within the system.

Navigate to the Minutes Summary

  1. Sign in to your solution if you have not already

  2. Navigate to the Meetings module:
    The Meetings Module option on the left-hand navigation menu.

  3. Select the agenda that you wish to create minutes for:
    An example agenda tile in the Meetings module.

  4. Click the Go to Minutes button:
    The white, rectangular Go to Minutes button below the User Menu and Edit Agenda Settings button.

  5. Navigate to the View menu and select the Minutes Summary option from the dropdown list:
    The View drop-down menu with the Minutes Summary option highlighted.

  6. You will be directed to the Minutes Summary page for the agenda, which you can use to record your minutes

Record Roll Call

  1. Sign in to your solution if you have not already

  2. Navigate to the desired Minutes Summary page

  3. Click the Roll Call button:
    The white, rectangular Roll Call button to the right of the meeting name.

  4. Record the Roll Call

    1. Hover over each member's name and select the appropriate roll call status:
      The roll call options that appear when hovering over a member name.

      • Present/Voting: The member is present for the meeting and will be voting

      • Present/Not Voting: The member is present for the meeting and will not be voting

      • Absent: The member is not present for the meeting

      • Excused: The member is not present for the meeting, and their absence has been excused

    2. Or, if all members are present and planning to vote, click the Mark All as Present/Voting button to quickly record their status:
      The green, rectangular Mark All As Present/Voting button in the lower-left corner of the Roll Call modal.

  5. Click the Close button to exit the Roll Call window and return to the Minutes Summary page:
    The white, rectangular Close button in the lower-right corner of the Roll Call modal.

  6. The meeting's roll call status will be updated in the Roll Call tracker:
    The Roll Call tracker to the left of the Roll Call button.

  7. Click the Roll Call section in the meeting's order of business:
    The Roll Call section in an example meeting's order of business.

  8. Enter any desired text into the Discussion text box:
    The Discussion text box.

  9. If you have a Roll Call minutes snippet, you can click the Minutes Snippets dropdown and select the Roll Call option to pull in your recorded roll call:
    The Minutes Snippets dropdown with an example roll call snippet highlighted.

    Note:

    If you do not have a Roll Call minutes snippet set up, you can enter your roll call manually.

  10. Edit the text as desired:
    The Discussion text box with example text.

    Note:

    You can edit the look of your content using the Text and Paragraph formatting tools if desired.

    The text and paragraph formatting tools above the Discussion text box.

  11. If Auto-Save is on, your Roll Call updates will save automatically:
    The green, rectangular Auto-Save On button above and to the right of the Discussion field.

  12. If Auto-Save is off, click the Auto-Save Off button and select a Save option:
    The Auto-Save Off button and the available save options when Auto-Save is off.

    • Auto-Save Off: Toggle this option on to save future changes automatically

    • Save Changes: Save recent changes and continue editing the current item

    • Save and Next Item: Save recent changes to the current item and begin editing the next agenda item

  13. Click a section or item in the order of business sidebar to add discussion text to other portions of the meeting, or click the Minutes tab to return to the Minutes Summary page:
    The Minutes Tab which appears above the active meeting name and the Order of Business Sidebar which appears below the Roll Call tracker.

  14. The roll call has been recorded

Add Discussion Text to Sections and Items

  1. Sign in to your solution if you have not already

  2. Navigate to the desired Minutes Summary page

  3. Click the desired section or item in the meeting's order of business:
    An example item in an example meeting's order of business.

    Note:

    If you are already viewing a section or item within the Minutes module, you can navigate to another section or item by clicking its name in the order of business sidebar.

    The Order of Business sidebar which appears below the Roll Call tracker.

  4. Enter any desired text into the Discussion text box:
    The Discussion text box.

  5. Click the Motion button to add a motion and/or vote, if needed:
    The orange, rectangular Motion button which appears below the section or item name.

    Note:

    If a motion and/or vote does not apply, skip to step 6.

    1. Select a Motion Name from the dropdown list or type a Motion Name into the text box:
      The Motion Name field which appears above the Voting section.

      Note:

      The Motion Name field is required and has a limit of 100 characters.

    2. Under Voting, select motion actions for the appropriate users:
      White, rectangular Initiate and Second buttons above member names in Card View.

      • Initiate: Indicate who initiated the motion

      • Second: Indicate who seconded the motion (if applicable)

      Note:

      If you are using List View, you will need to click the radio buttons that correspond to the initiating and seconding members.

      The Initiate and Second columns to the right of the Person column in List View.

    3. If a vote is initiated, select a Vote Status for each voting member:
      Yes, No, and Abstain buttons below a member name in Card View.

      • Yes: Wants to pass the vote

      • No: Does not want to pass the vote

      • Abstain: Does not want to vote

      Notes:

      • If needed, you can click the Mark All As Yes button to quickly mark all meeting members as indicating "Yes." You can also click the Reset Vote button to remove all vote selections.
        The green, rectangular Mark All As Yes button and the white, rectangular Reset Vote button below the Voting header.

      • If you are using List View, you will need to click the radio buttons that correspond to members' votes.
        The Yes, No, and Abstain columns to the right of the Initiate and Second columns in List View.

    4. Once all votes have been entered, select Passed or Failed in the Save as: field to record the voting results:
      The rectangular None, Passed, and Failed buttons in the Saveas: field.

      Note: The vote count to the left of the Save As: field will automatically update as votes are marked.

  6. If you have minutes snippets established, you can click the Minutes Snippets dropdown and select the applicable snippet to automatically pull information into your discussion:
    The Minutes Snippets dropdown with an example motion snippet highlighted.

    Note:

    If you do not have minutes snippets set up, you can enter your text manually.

  7. Edit the text as desired:
    The Discussion text box with example text.

    Note:

    You can edit the look of your content using the Text and Paragraph formatting tools if desired.

    The text and paragraph formatting tools above the Discussion text box.

  8. If Auto-Save is on, your updates will save automatically:
    The green, rectangular Auto-Save On button above and to the right of the Discussion field.

  9. If Auto-Save is off, click the Auto-Save Off button and select a Save option:
    The Auto-Save Off button and the vailable save options when Auto-Save is off.

    • Auto-Save Off: Toggle this option on to save future changes automatically

    • Save Changes: Save recent changes and continue editing the current item

    • Save and Next Item: Save recent changes to the current item and begin editing the next agenda item

  10. Click a section or item in the order of business sidebar to add discussion text to other portions of the meeting, or click the Minutes tab to return to the Minutes Summary page:
    The Minutes Tab which appears above the active meeting name and the Order of Business sidebar which appears below the Roll Call tracker.

  11. Repeat steps 3 through 10 (in this section) as many times as necessary to continue recording your minutes

Generate and Share a Minutes File

Once you have recorded the roll call and have added a discussion for all desired sections and items, you may want to create a Minutes document using the content you have added in the Minutes module. For instructions on how to have the system generate a Minutes document for you, view the Generate a Minutes File section of our Generate or Upload a Minutes File article.

Once your Minutes file has been generated, you can email it to specific users, publish it to the Board Portal, or publish it to the Public Portal.

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