Confirming the minutes of the previous meeting is a key task that happens while taking minutes at your meeting. Minutes from the last meeting will automatically flow into a future (scheduled) meeting agenda and be presented for confirmation within that meeting. Once confirmed, the previous minutes will be 'locked' as a ‘read-only’ document on your account.
Scheduling and confirming minutes in BoardPro is a simple two-step process:
Step 1. Schedule Minutes for Confirmation
The minutes are scheduled in the previous meeting. Minutes from that (previous) meeting will automatically 'flow' through to the agenda of an upcoming (scheduled) meeting for confirmation.
Scheduled Date
The scheduled date when the minutes will be presented for confirmation appears at the top right of the Meeting details page (in the previous meeting).
If no meeting is selected, click 'Confirm On...' and select a meeting when the minutes will be presented to be confirmed from the drop-down meeting list.
Part of Post-Meeting Tasks
Scheduling the minutes for confirmation also appears as one of the 'Post Meeting Tasks. ' Post-meeting tasks appear after finishing the Draft Minutes. Click 'Finish Draft Minutes,' and a pop-up guide will take you through the options to circulate the minutes for review and schedule the meeting date where the minutes will be presented for confirmation.
I'll do these now. A pop-up will appear, guiding you through the post-meeting tasks. The 'Confirm On' task allows you to choose when to confirm the minutes from a drop-down list. Select 'No meeting' or 'Add a meeting,' then click 'Finish.'
I'll do these later. When you are ready, you can come back and finish this step. Click 'Confirm On' or select Tasks from the Minutes submenu drop-down.
Step 2. Confirming Previous Minutes
You can confirm previous minutes when you take them at your next meeting. Minutes from the previous meeting will automatically flow into the (scheduled) meeting agenda and be presented for confirmation within the scheduled meeting.
To confirm the previous minutes, click the blue Confirm button in the Confirm Minutes agenda item under the 'Minutes to be Confirmed' area.
Choose Your Confirmation Option
A pop-up box will appear with the following options:
Confirm as Presented: This will finalise and lock in the minutes.
Confirm with Changes: Before confirming, add a note of the correction or cancel and adjust the original minutes. The correction notes will appear at the top of the minutes document.
Request Signature: If needed, you can add a request for a signature.
Note:
Once confirmed, the source meeting of the minutes will be updated to Minutes Confirmed.
The confirmation will be recorded in both the current and source meeting minutes.