Minutes

Every meeting has its own minutes. You can take notes during the meeting and finish them afterwards with your colleagues. When you finalise the minutes, they become the permanent record of the meeting and any action items in them are created.

Open the minutes

• During a meeting, select Minutes in the meeting header to open the minutes beside the agenda.
• After the meeting ends, select Review minutes on the meeting page to open the full minutes page.

Changes save as you type. The header shows Saving…, Saved or, if you lose your connection, Offline — changes not saved. Several people can edit at once, and you see each other's changes live.

Share the minutes and collect comments

1. Select Share in the minutes header.
2. Under Add people, search for board members.
3. Give each person a role. Collaborators can edit and comment. Reviewers can comment only.

To comment, select Add comment on a block of the minutes. Others can reply, and you can Resolve comment once it is dealt with or Reopen comment if it needs more work.

Finalise the minutes

When the minutes are complete, someone who manages the meeting and can edit the minutes finalises them.

1. Select Finalize in the minutes header.
2. Read the confirmation. Finalising locks editing and commenting.
3. Select Finalize to confirm.

Attendees are notified when the minutes are finalised, and action items in the minutes are created and assigned. See Action items. If someone has the minutes open in another tab, their editor locks straight away so nothing they type is lost.

You can't finalise empty minutes.

Reopen finalised minutes

If your organisation allows it, select Unfinalize Minutes on the meeting page, then Unfinalize. This reopens the minutes for editing and commenting.

Locked minutes and sign-off

Some organisations keep finalised minutes locked for good and take them through formal sign-off. This is turned on per organisation. If you don't see it, contact Future Boards support.

With locked minutes, finalised minutes can't be reopened. To fix a mistake, select Propose correction, make the change and give a Reason for the correction. Each correction is recorded with its author and reason, and you can look back at earlier versions in Version history.

With sign-off, the Sign-off panel takes the minutes through each stage:

1. Confirm minutes records that the minutes are a true record of the meeting.
2. Choose the Chair and select Send to chair to sign. The chair signs electronically with Sign as chair. See E-signatures.
3. Record approval records the board's approval at a later meeting of the space.
4. Seal minutes fingerprints this version as the permanent legal record. This can't be undone, and any later change needs a formal amendment with its own sign-off.

Each of these steps asks you to confirm before it goes ahead.