Articles on: Meetings

Minutes Builder

BoardSpot's minutes builder tool is an easy way to jump-start your meeting minutes. If the Agenda Builder is used to create your meeting agenda, the Minutes Builder will pre-populate from that agenda for a low effort jump start on record keeping. This article describes how to use the Minutes Builder tool as well as how to upload minutes taken outside of BoardSpot.

Standard Plan and Enterprise Plan customers have the Minutes Builder tool.

Minutes Builder is available in the Standard and Enterprise Plans. Organization Admins and Committee Admins can create minutes with BoardSpot's Minutes Builder. Contact your organization's administrator(s) for assistance.

Note: The Minutes Builder tool is available any time on the day that the meeting is scheduled for. Before the minutes open you can continue making adjustments to the agenda, if needed.

Adding Minutes options:

Building a minutes document from a prepared BoardSpot agenda:

On the day of the meeting, as an admin user, navigate to the meeting's page.
Click on + Add Minutes and select the Use Minutes builder (preferred) option.
Select the Yes, import agenda button in the popup box. These minutes will then pre-populate with your prepared agenda sections and presenters, and you can begin taking notes.

Using Minutes Builder to quickly populate your minutes:

Building a minutes document manually:

As an admin user, navigate to the meeting's page.
Click on `+ Add Minutes' and select the Use Minutes builder (preferred) option.
Select the No, start from scratch button in the popup box. You will be given a blank minutes documents and can begin taking notes.

Taking minutes notes in BoardSpot:

The Committee Admin can actively take notes in the Minutes Builder tool, during the meeting.
Begin typing notes in the open Notes field below each agenda item.
To create more topics in the minutes document, select + button and choose Add item.
To indent/create sub-topics, select + button and choose Add item then use the grey indent symbols to the left of the Roman numerals.
To add bulleted or numbered lists, place curser in Notes field and then click on the paragraph symbol to the left. Select preferred list type.
To edit the Note text (bold, italics, etc) highlight the correct text, at which point the edit options will appear. Choose the appropriate edit option.
To edit/add the presenter of each section, click on the drop down menu and choose name from the list of participants.
To record motions that come up during the meeting, click the + button and select Add motion. In the added box, the admin can note the motion title, select participants, and record the final decision (carried or failed). The admin can also record number of each type of vote.
Any time during the taking of the minutes a preview is available by clicking on the 'Preview' link at the top of the form. Note: To rearrange the items within your agenda, use the cursor to grab the six vertical dots on the left of the item number, then drag and drop into preferred order.
Determine if this minutes record will include a header and/or attendance information by checking the appropriate boxes at the top of the form.
Once the minutes are complete, click 'Save'.

To upload Minutes prepared outside of BoardSpot:

As an admin user, navigate to the correct meeting page.
Click on `+ Add Minutes’ and select Add existing file.
Click on the `Choose File button and follow prompts to upload the document(s).

Note: Votes do not currently pre-populate into an agenda, and thus will need to be recorded in the minute's notes.

Updated on: 25/01/2024

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