Recording and sharing meeting minutes

The meeting minutes page is where you record meeting reports — from draft to a finalised, sent version. You capture attendance, agenda items, decisions and action items; those action items appear automatically as tasks once the minutes are finalised. Four counter cards at the top show the number of drafts, final, sent and the total of pending action items.

Where to find it

Sidebar → General → Meeting minutes → All minutes.

Step by step: recording a meeting

1. Click New minutes.
2. Optionally pick a template — it pre-fills the fixed sections (agenda, decisions, attendance).
3. Fill in the basics: title, date, location and the organization part.
4. Add attendees (linked users or loose names) and set each person's attendance status.
5. Work out the agenda items with discussion and optionally a decision.
6. Add action items with a responsible person and a deadline.
7. The report is saved automatically as a draft while you work.

Statuses and sending

• Draft — while you're still adding to it; saved automatically.
• Final — when the minutes are complete. From this moment the action items are created as tasks on the Tasks page.
• Sent — after emailing the PDF to the recipients; the minutes are then locked against further editing.

If you like, turn on Send on finalize to email straight away when finalising. A final or sent minutes can be exported as a PDF.

Filtering and searching

Filter by organization part and status, or search through earlier meetings with the search box.

Tips

• Use a template for recurring meetings — the structure is then already there.
• Give every action item both a responsible person and a deadline, otherwise it won't appear as a task.
• Only mark as final when everything is correct; sent minutes are locked.

Frequently asked questions

Can I edit minutes after sending? No. Sent minutes are locked so the version recipients saw stays the source of truth. Create a new version if needed.

How do action items end up in Tasks? As soon as you mark the minutes as final, the action items are created as tasks with the original deadline and responsible person. You can also create a task manually from an action item.

Who can see this page? Administrators with the manage planning permission. Teachers and parents don't see it in the menu.

Troubleshooting

• The send button stays greyed out. Check that at least one recipient is selected and the status is final.
• The PDF doesn't arrive. Check the recipient's email address is correct and that email notifications are on for that user.
• Action items don't appear in Tasks. Only action items with both a responsible person and a deadline are converted. Fill in both.
• I don't see Meeting minutes in the sidebar. Minutes live under the tasks module: it's off for your organization, or you don't have the manage planning permission. Ask a lead administrator to enable the module or grant you the permission.

Related

• Minutes templates — reusable structure for your meetings.
• Tasks — follow-up actions arising from minutes.
• Events — the meeting itself can be in the calendar.