Can't see the Confirm Minutes agenda item?
If the Confirm Minutes agenda item is missing from your agenda, you can easily add it.
Follow our guide to add the Confirm Minutes Smart Agenda Item.
The Confirm Minutes agenda item doesn't look correct
If your Confirm Minutes agenda item appears differently, it may be a generic agenda item rather than the Smart Agenda version. Only the Smart Agenda item automatically loads the previous meeting's minutes into the board pack.
To resolve this:
Delete the Confirm Minutes agenda item while the meeting is in the Draft Agenda stage.
Add the Confirm Minutes Smart Agenda item from the agenda builder.
How do I remove minutes from the Minutes to be Confirmed list?
Open the agenda and locate the Confirm Minutes agenda item.
Click the More actions menu (three dots) beside the minutes you want to remove.
Select Remove.
The minutes will return to the Available Minutes list.
How do I remove minutes from the Available Minutes list?
Go to the Meetings page and locate the meeting.
Open the meeting.
Click the More actions menu (three dots).
Change the meeting stage from Minutes in Review back to Draft Minutes.
How do I confirm minutes?
During the Draft Minutes stage:
Click Confirm next to the minutes selected for confirmation.
In the confirmation window, select either:
Confirm as presented
Confirm with changes
Note:
If you select Confirm with changes, enter the amendments in the provided field.
Enable Request Signature if required.
Click Confirm to complete the process.
In the pop-up window, choose Confirm as presented or Confirm with changes. Note: If selecting with changes, add the necessary amendments in the box.
Toggle Request Signature if required.
Click Confirm to complete the process and have them signed
How should supporting documents be handled in minutes?
Supporting documents uploaded during the minute-taking process are not automatically included in the minutes.
To manage supporting documents:
Upload the documents to the governance document repository in BoardPro.
Insert links to the documents within the minutes where appropriate.
This approach keeps minutes organised while maintaining access to supporting information.
Why is a meeting missing from the Available Minutes list?
If a meeting does not appear in the Available Minutes list:
Confirm the meeting is in the Minutes in Review stage.
If it is still in Draft Minutes, click Finish Draft Minutes.
If the meeting is already in Minutes in Review, check whether it has been scheduled for confirmation at another meeting.
If the minutes have already been scheduled for confirmation, the confirmation date will be displayed on the meeting page.
You can also check the previous meeting to ensure its minutes are in the Minutes in Review stage and are not already scheduled for confirmation elsewhere.
If the minutes have not yet been scheduled for confirmation, a Set Confirming Meeting button will be available.
How do I move minutes to a different confirming meeting?
If the minutes are scheduled to be confirmed at the wrong meeting:
Open the meeting where the minutes are currently scheduled for confirmation.
Click the More actions menu (three dots).
Remove the minutes from the confirmation list.
Open the correct meeting.
Add the minutes to the confirmation list.
Can I remove the signature bar at the end of the minutes?
No. The signature bar cannot be removed.
It is part of the default minutes template and is automatically included in all confirmed minutes.
Handling Supporting Documents in Minutes
Supporting documents uploaded during the minute-taking process are not automatically included in the minutes. For proper document management:
Upload the documents to the governance document repository within BoardPro.
Insert links to the uploaded documents in the minutes for reference.
This approach keeps the minutes organized and linked to any essential supporting documents.
Missing Meetings from the Available Minutes List
If no meetings or a specific meeting appear in the Available Minutes list, follow these steps:
Confirm that the meeting is in the Minutes in Review stage.
If it is still in Draft Minutes, click Finish Draft Minutes to progress it.
If the meeting is already in Minutes in Review, check whether it has been selected for confirmation at another meeting.
If the meeting has already been scheduled for confirmation, the confirmation date will be displayed on the Meeting page.
Alternatively, verify the status of the previous meeting's minutes, ensuring they are in the 'Minutes in review' state and not scheduled for confirmation elsewhere. This check can help resolve visibility issues.
If the minutes have not yet been scheduled for confirmation, a button will be available to set a Confirming Meeting.
If the minutes are currently scheduled for confirmation at a different meeting:
Open the meeting where they are currently scheduled to be confirmed.
Use the context menu (three dots) to remove them from the confirmation list.
Navigate to the correct meeting and add them to the confirmation list.
Can I remove the signature bar at the end of the minutes?
No, the signature bar at the bottom of the minutes cannot be removed. It is part of the default minutes template and is included automatically.
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