Setting up minutes

Use Minutes to streamline the creation of minutes linked to your meeting documentation. You can build your minutes document and extract relevant information from your book, providing a structured layout. The prepopulated details can be edited to fit your needs.

  1. Go to your board book, select the more options icon and select Take minutes from the menu.

    The Create meeting minutes wizard opens.

  2. From the Import type dropdown menu, select your preference to prepopulate minutes or sections that correspond to your book.

    • AI-generated minutes Create your minutes based on the board book notes, using Diligent AI. Available to organizations that have enabled the Diligent AI feature. To learn more, contact your Customer Success Manager.

    • No structure Create your minutes manually from scratch.

    • Top level structure Prepopulate your minutes document with sections corresponding to top-level tab names from the book.

    • Entire book structure Prepopulate your document with sections corresponding to all tabs and sub-tabs in a book.

  3. Add the Meeting date, Start time, End time and Time zone.

  4. To add attendees, start typing the name and select from the list.

    • To manually create attendees select Create <users name> when you have entered their name.

    • To remove an attendee from the list, select the X next to their name.

      Note

      • When creating the minutes from a book, the Attendees field automatically populates the names of everyone who has access to the book, including you.

      • When the minutes are not associated with a book, the field will just contain your name.

      • Attendees are not automatically notified when added to a minutes document. Sending notifications is handled separately.

  5. (Optional) In the Meeting location field, add the location or online details of a meeting.

  6. (Optional) To choose a logo to display on your meeting minutes, select the Logo dropdown menu.

    • To use your site’s default logo in the Minutes documents, select Default logo.

    • To use an alternative logo in a PNG, JPEG, GIF, or TIFF format, select Upload logo. The uploaded file must be no larger than 15MB, and files over 5MB may take a few moments to upload.

      Note

      • When exporting minutes using the Diligent template, the logo from the minutes' properties will appear in the document.

  7. Select Create.

    Your minutes are configured and saved.

    The Minutes editor will open ready to start editing or adding your minutes.

    To learn more, go to Adding minutes.