AI Minutes is available on the Premium and Ultimate plans.
What AI Minutes does
AI Minutes uses your meeting transcript to generate a structured draft of your meeting minutes.
After you upload a transcript from your video conferencing platform, BoardPro maps the discussion against your published agenda and generates:
Discussion notes
Actions with owners and due dates
Decisions, where applicable
The generated minutes are a starting point. Review, edit, and publish them in the standard BoardPro minutes editor.
Before you begin
Before generating AI Minutes, ensure that:
BoardPro AI is enabled for your organisation.
To enable AI Minutes
Open the main board account.
From the left-hand navigation panel, select Settings.
Select BoardPro AI.
Review the AI Terms and Conditions.
Enable AI Minutes
2. The meeting has been created in BoardPro with a published agenda.
3. You have a transcript file from your meeting.
Note:
BoardPro does not record meetings. Record your meeting using your preferred conferencing platform and upload the transcript once the meeting has finished.
Generate AI Minutes
Record your meeting using your preferred conferencing platform.
Download the meeting transcript.
Open your meeting in BoardPro and begin taking minutes.
Select Import Transcript.
Upload one or more transcript files.
Wait while BoardPro generates your draft minutes.
Review, edit, and publish the minutes.
What AI Minutes generates
For each agenda item discussed during the meeting, AI Minutes can generate:
Discussion notes
Actions with owners and due dates
Decisions, including movers and seconders where available
Note:
If an agenda item was not discussed during the meeting, no minutes are generated for that item.
How Action owners are assigned
AI Minutes assigns Action owners in the following order:
A participant named in the transcript.
The agenda item's presenter.
The meeting administrator.
Note:
If your transcript uses generic speaker labels such as "Speaker 1" rather than participant names, AI Minutes cannot accurately identify owners and will assign the Action to the presenter or meeting administrator instead.
Choose your minute-taking style
You can customise how AI Minutes generates your minutes from Settings > BoardPro AI.
Available options include:
Preset defaults: Concise or Detailed
Use previous minutes
Custom prompts
Notes on using custom prompts
Custom prompts let you write your own instructions for how AI Minutes should be written. Use this when your board has an established house style – a particular voice, level of detail, or terminology – that the presets don't quite match.
When you select “Custom prompts” for the first time, the field will be blank. Clicking "Best practice prompts" will pre-fill this field with the prompts we currently use for the 'detailed preset style mode.
What to adjust
Work from the pre-filled prompts and change one thing at a time. A few of the most useful adjustments:
Level of detail – Set an expectation for how long notes should be. For example: "Two to three sentences per note" or "Capture the decision and the reasoning; leave out the back-and-forth.
Voice and tense – For example: "Write in the past tense, third person, with no direct quotes" or "Use bullet points rather than narrative paragraphs for Notes."
Terminology – Substitute the language your organisation uses. For example: "Refer to the group as 'the Committee', not 'the Board'".
Actions – For example: "Where the transcript gives a reason for the action, include it", or "Keep Action descriptions to a single sentence."
Decisions – For example: "Record the resolution wording exactly as moved", or "Include the rationale where it was stated.”
Structure – For example: "Where several distinct points were raised under one agenda item, use a short bulleted list within the note."
Writing prompts that work
Describe the output, not the process. "Write two to three sentences per note" works better than "Think carefully about how much detail to include."
One instruction per line. Short, separate lines are easier for the AI to follow than a single long paragraph.
Be specific. "Formal and concise" is open to interpretation. "No more than three sentences per note, past tense, no direct quotes" is not.
Change one thing at a time. Adjust a single instruction, generate minutes for a test meeting, and check the result before making further changes.
Anchor to the transcript. Adding "only from what the transcript actually discussed" to an instruction keeps the AI from filling gaps.
What a custom prompt can't change
A custom prompt shapes how minutes are written. It doesn't change what AI Minutes can work with:
It won't add information that wasn't in the meeting. AI Minutes works from your transcript and the documents attached to the agenda. Asking for detail that isn't in either won't produce it.
It won't identify who said what. Speaker names come from the transcript itself. See Getting a high quality transcript for AI Minutes.
It won't generate minutes for agenda items that weren't discussed.
It doesn't apply retrospectively. Changing your prompt affects the next set of minutes you generate, not minutes already drafted. Remember: You can delete your draft AI Minutes and generate again while you adjust your custom prompt or settings.
Improve the quality of generated minutes
For the best results:
Attach relevant board papers to agenda items.
Use transcripts that identify participants by name.
Upload every transcript file if your meeting recording is split across multiple files.
Review before publishing
AI Minutes generates a draft to help you prepare your minutes more quickly.
Always review every note, Action, decision, owner, due date, and resolution before publishing to ensure the minutes accurately reflect the meeting.
Privacy and security
Uploaded transcript files are automatically deleted once processing has finished.
BoardPro AI uses Azure OpenAI under enterprise terms that ensure your organisation's data is not used to train, retrain, or fine-tune third-party AI models.
AI Minutes only accesses content that users already have permission to view.
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