Recording and sharing meeting minutes

With Meeting Minutes you record a meeting: who attended, the agenda, the decisions with quorum and votes, and the action items. Minutes always belong to an organization part (for example the board); the board members of that part are filled in automatically as attendees.

Where to find it

Sidebar → Organization Management → Meeting Minutes → All Minutes. Templates are under Meeting Minutes → Minutes Templates. At the top are the tiles Draft, In Review, Finalized and Pending Actions. With the view switch you toggle between Meeting Minutes and Action Items.

Who can do this

• Permission Manage meeting minutes (manage_minutes). Manage planning does not give access.
• The Meeting Minutes menu appears when the Tasks module is on; it is in every plan.
• You only see minutes you created or where you are listed as an attendee, unless you are the Chairperson of an organization part.
• The chairperson, the author or an active board member of the part may approve. Teachers have no access.

Set up

1. Create the organization part (Organization Management → Organization Parts) and add the board members. Appoint a chairperson.
2. Optionally create a template under Minutes Templates and set it as the default.

Step by step: create minutes

1. Click New Minutes, choose the organization part and fill in the Meeting Title, the date and optionally a template.
2. Check the Attendees (present, absent, excused or By proxy); add a guest with Add Attendee.
3. Fill in the agenda items, each with the Decision made and the votes For, Against and Abstain. Set a Quorum threshold; the minutes then show "Quorum reached" or "Quorum not reached".
4. Add action items with Add Action Item: description, owner and deadline. Open action items from earlier meetings appear under Previous Pending Actions.
5. A draft is saved automatically every 30 seconds. Save when you are done.

Step by step: create a task from an action item

1. Save the minutes first.
2. Click Create Task next to the action item. "Task linked" appears.
3. The task is now under Planning → Tasks.

Action items never become tasks automatically, not even on Finalize or Approve. Create a task for each action item yourself.

Step by step: approve, finalize and send

1. Click Submit for review. The status becomes In Review.
2. An approver clicks Approve; the status then becomes Final straight away. Or they click Request changes (with a comment), which sends it back to Draft. The Approval trail shows who did what.
3. Once the minutes are Final, click Send Minutes. The email goes to the board members of the part, everyone on the attendee list (including those absent or excused) and yourself as a copy, each with a valid email address and in their own language (Turkish if no language is set). The status becomes Sent.

Approval is not mandatory: on a draft, click Finalize. If you tick Send on finalization in the edit screen, the minutes are sent straight away when you finalize. Send Minutes only appears once the status is Final. Nobody can edit or delete sent minutes. With Export as PDF or Export as Word you download the minutes.

I don't see it / it doesn't work

• I don't see the Meeting Minutes menu. You lack the Manage meeting minutes permission, or the Tasks module is off.
• I don't see a colleague's minutes. You only see minutes you created or attended. A chairperson sees everything.
• Create Task does not work. Save the minutes first.
• Approve gives an error. Only the chairperson, the author or an active board member of the part may approve, and only minutes with the status In Review.

Frequently asked questions

Do action items become tasks automatically? No. Click Create Task for each action item.

Can I duplicate minutes? No. Only templates can be duplicated.

Where do I see all open action items? In the Action Items view: all action items from all minutes, with filters such as Open, Overdue and This week.

Can I still change minutes after sending? No. Check the minutes before you click Send Minutes, or have them approved first.