Confirming the minutes of the previous meeting is a key task completed while taking minutes during a meeting. Minutes from the previous meeting automatically flow into a future scheduled meeting agenda and are presented for confirmation. Once confirmed, the previous minutes become a read-only document within your BoardPro account.
Scheduling and confirming minutes is a simple two-step process.
Step 1: Schedule minutes for confirmation
Minutes are scheduled for confirmation from the previous meeting. Those minutes will automatically flow into the agenda of a future scheduled meeting for confirmation.
Scheduled date
The meeting selected for confirmation is displayed in the top-right corner of the Meeting Details page for the previous meeting.
If no meeting has been selected, click Confirm On... and choose the meeting where the minutes will be presented for confirmation.
BoardPro also allows you to confirm minutes at a meeting other than the next scheduled meeting. Select Confirm On..., choose a future meeting from the list, and the minutes will be scheduled for confirmation at that meeting.
Schedule minutes as part of post-meeting tasks
Scheduling minutes for confirmation is also included in the post-meeting tasks shown after completing the draft minutes.
Click Finish Draft Minutes to open the post-meeting workflow.
You will be presented with two options:
I'll do these now – Complete the post-meeting tasks immediately. Under Confirm On, select the meeting where the minutes will be confirmed, choose No meeting or Add a meeting if required, then click Finish.
I'll do these later – Return later by selecting Confirm On or Tasks from the Minutes menu.
Step 2: Confirm previous minutes
During the scheduled meeting, the previous meeting's minutes will appear in the Minutes to be Confirmed agenda item.
To confirm the minutes, click Confirm.
Choose a confirmation option
The confirmation window provides the following options:
Confirm as Presented – Finalises and locks the minutes.
Confirm with Changes – Allows you to record correction notes before confirming.
Request Signature – Requests signatures if required.
Confirm with changes
When selecting Confirm with Changes, you can add notes describing the agreed corrections or amendments.
These notes:
appear at the beginning of the confirmed minutes
are also recorded in the minutes of the meeting where the confirmation took place
Important:
Correction notes can only be added during the initial confirmation of the minutes. Once the minutes have been confirmed, the notes cannot be edited or added to.
Note:
Adding a correction note does not change the original minutes. If the minutes themselves need updating, edit the original draft minutes before confirming them.
Note:
Once the minutes have been confirmed:
the original meeting is updated to Minutes Confirmed
the confirmation is recorded in both the original meeting minutes and the meeting where the confirmation took place