Managing meeting minutes in BoardPro involves three stages: Draft, Minutes in Review, and Confirmation. This article explains how minutes are created, edited, and shared during these stages.
Can I start taking minutes before the meeting begins?
Yes. You can begin drafting minutes before the meeting starts. If the meeting status is Published Agenda, you can enter and edit minutes. Minutes can only be entered once the meeting is in the Published Agenda stage or later.
What happens if I click Close while drafting minutes?
You will not lose your work. BoardPro automatically saves draft minutes every five minutes. If you are editing a minute, click Save before closing the window.
When can meeting minutes be edited?
Minutes can be edited during the following stages:
Draft Minutes: The initial stage where minutes are created.
Minutes in Review: After clicking Finish Draft Minutes, minutes move to this stage and remain editable.
How long can meeting minutes be edited?
Minutes remain editable until they are confirmed at a subsequent meeting. After confirmation, they are locked.
Can I amend minutes after they have been added to a board pack?
Yes. Minutes can still be amended while they are in Draft or Minutes in Review.
Important: Once minutes are confirmed, they cannot be edited.
Can I change the presenter’s name after drafting minutes?
Yes. You can:
Add a note in the minutes explaining the presenter change, or
Roll the meeting back to Published Agenda, update the presenter, republish the agenda, and return to drafting. Existing minutes will remain saved but may appear greyed out temporarily.
What happens when I click Finish Draft Minutes?
Clicking Finish Draft Minutes moves the minutes to Minutes in Review.
During this stage:
Minutes remain editable.
The Post Meeting Tasks window opens.
Minutes are not automatically sent to board members.
Note: Board members can view draft minutes from Meeting Documents.
Are members notified when drafting is finished?
No. Notifications are not sent automatically. You can choose whether to send notifications in Post Meeting Tasks.
Note: Members can manually view draft minutes from Meeting Documents.
Can directors see minutes during Minutes in Review?
Yes. Directors can view minutes during this stage. They will not receive a notification until one is sent.
Note: Admins, Board Secretaries, Chairs, and Senior Executives may have earlier access depending on their permissions.
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