Create Meeting Minutes

This article will show you how to use the Minutes module to build your meeting minutes within Agenda and Meeting Management Select. Once you have recorded your roll call and have added discussion text to a meeting’s sections and items, you can generate a Minutes document.

Important Note

You organization must have the Minutes add-on 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:
   

3. Select the agenda that you wish to create minutes for:
   

4. Click the Go to Minutes button:
   

5. Navigate to the View menu and select the Minutes Summary option from the dropdown list:
   

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:
   

   Note:

   The Roll Call button and Roll Call tracker are both visible in the top-right corner of all Minutes views (Minutes Settings, Minutes Summary, Minutes Speakers, and Minutes Preview).

4. Record the Roll Call:

   1. View the meeting's members:

      

   2. Hover over each member's name and select the appropriate roll call status:
      

      • 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

   3. Or, if all members are present and planning to vote, click the Mark All as Present/Voting button to quickly record their status:
      

   4. Click the Close button to exit the Roll Call window and return to the Minutes Summary page:
      

5. The meeting's roll call status will be updated in the Roll Call tracker:
   

6. Click the Roll Call section in the meeting's order of business:

   

7. Enter any desired text into the Discussion text box:
   

8. If you have a Roll Call Minutes snippet, click the Minutes Snippets dropdown and select the Roll Call option to pull in your recorded roll call, if desired:
   

   Note:

   If you do not have a Roll Call minutes snippet set up, you can enter your roll call manually. For more information about using Minutes Snippets, see our Insert Minute Snippets article.

9. Edit the text as desired:
   

   Note:

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

   

10. If Auto-Save is on, your Roll Call updates will save automatically:
    

11. If Auto-Save is off, click the Auto-Save Off button and select a Save option:
    

    • 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

12. 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:
    

    Note:

    You may have to click the expand button (two left arrows icon) to the right of the Auto-Save button to open the order of business sidebar if it is not already expanded.

13. The roll call has been recorded in your Minutes

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:
   

   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:

   

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

5. Click the Motion button to add a motion and/or vote, if needed:
   

   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:
      

      Note:

      The Motion Name field is required and has a limit of 250 characters.

   2. Under Voting, select motion actions for the appropriate users:
      

      • 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:

      

   3. If a vote is initiated, click the Start Vote button:

      

   4. Select a Vote Status for each voting member:
      

      • 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.
        

      • If you are using List View, you will need to click the radio buttons that correspond to members' votes.
        

   5. Once all votes have been entered, select Passed or Failed in the Save as: field to record the voting results:
      

      Note:

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

6. Enter or edit additional Discussion text if needed:
   

   Notes:

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

     

   • 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:

     

7. If Auto-Save is on, your updates will save automatically:
   

8. If Auto-Save is off, click the Auto-Save Off button and select a Save option:
   

   • 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

9. 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:
   

10. Repeat steps 3 through 9 (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.