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Confirming minutes from a previous meeting

Written by Harper Tang

It is common practice in board governance to include a standing item in each meeting to review and formally approve the minutes of the previous meeting. In BoardX, this is handled through the Confirm Minutes feature.

To keep things clear, this article uses the following terms:

  • Meeting 1 — the earlier meeting whose minutes need to be confirmed.

  • Meeting 2 — the current meeting where the confirmation will take place.

The minutes you confirm must be from a previous meeting in the same committee. Both BoardX-created minutes and uploaded minutes are eligible.

Step 1 — Add a Confirm Minutes item to the agenda

Before Meeting 2 takes place, you can set up the Confirm Minutes item in the Agenda Builder so it is ready when you start building minutes.

  1. On the Meeting 2 detail page, open Agenda Builder.

  2. Click Add Agenda Item and select Confirm Minutes.

  3. Fill in the item title, presenter, and duration.

  4. Click the Available Minutes dropdown and select Meeting 1's minutes. They will automatically attach to this item.

  5. Click Save.

If you need to confirm more than one set of minutes during Meeting 2, repeat these steps to add a separate Confirm Minutes item for each.

You can also skip this step and add a Confirm Minutes item directly inside the Minutes Maker at any time.

Step 2 — Open the Confirm Minutes item in the Minutes Maker

  1. Once your meeting is finished, on the Meeting 2 detail page, click Minutes and select Build.

  2. If you set up the item in Agenda Builder and select Start from Agenda, the Confirm Minutes item will already be waiting in the Minutes Maker.

  3. If you did not set it up in Agenda Builder, you can add a Confirm Minutes item directly in the Minutes Maker.

  4. Fill in the title, and select the presenter, seconder, and the minutes to be confirmed (Meeting 1's minutes).

Step 3 — Add corrections (optional)

If Meeting 1's minutes need any corrections before they are confirmed, add them using the following types:

  • Note — add notes or corrections, with or without tagging a person.

  • Decision — record a decision from Meeting 1 that was omitted from its minutes.

  • Task — document a task from Meeting 1, assigned to one or more people with a due date.

All Corrections you add here will be automatically added to meeting 1' s minutes at the end.

Step 4 — Confirm the minutes

You have two ways to confirm, depending on whether signatures are required.

With signatures:

  1. Click the pencil icon next to Signers to select who should sign Meeting 1's minutes.

  2. Click Send Signature and confirm the prompt in the pop-up window.

  3. Click Save. A push notification will confirm the update was successful.

Each signer will receive an email notification with the signature request. Once all signers have signed, Meeting 1's minutes will automatically move to Minutes Confirmed status.

Without signatures:

  1. Click Confirm (Without Editing the Signers).

  2. A confirmation pop-up will appear.

  3. Click Accept, then Save.

Meeting 1's minutes will move to Minutes Confirmed status immediately.

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