Once a meeting agenda is published in BoardX, you can start creating minutes to document the proceedings. Minutes give you a structured way to capture discussions, record decisions, assign tasks, and maintain a traceable history — all in one place.
Who can create minutes?
Only System Admins and Committee Admins can start building minutes for a meeting.
Starting your minutes
On the Meeting Detail page, click Minutes in the top-right corner.
Select Build.
You will be redirected to the Minutes Maker, where you choose how to begin:
Start from scratch — open a blank minutes document.
Start from agenda — automatically copies the agenda structure, including all sections and items, so you can fill in what happened rather than building from nothing.
Once you make your selection, the meeting enters Draft Minutes status and the Draft Minutes page opens.
Adding content to minutes
While in Draft Minutes status, you can add the following types of content to each agenda item:
Decision — record a decision made during the meeting.
Note — add context, commentary, or corrections, with or without tagging a person.
Task — document a task assigned during the meeting, with a due date and one or more assignees.
Minutes Maker controls
At the top of the Minutes Maker, there are three buttons:
Finish Minutes — finalises the minutes and moves them to Minutes in Review status. Use this when the minutes are ready to be signed or confirmed.
Preview — view how the minutes will look before finishing.
Roll Back — reverts the current minutes back to Draft status if you need to make further changes after finishing.
Confirming minutes from a previous meeting
The Confirm Minutes feature lets you formally confirm and update the minutes of a previous meeting as part of the current meeting's agenda. This is a standard governance practice where the current meeting includes a standing item to review and approve the previous meeting's minutes.
The minutes you confirm must be from a previous meeting belonging to the same committee. Both BoardX-created minutes and uploaded minutes are eligible.
In the steps below, Meeting 1 refers to the meeting whose minutes are being confirmed, and Meeting 2 refers to the current meeting you are working in.
Step 1 — Add a Confirm Minutes item
If you set up a Confirm Minutes item in the Agenda Builder before the meeting, it will already be waiting in the Minutes Maker when you start from agenda. You can also add one directly in the Minutes Maker at any time:
In the Minutes Maker of Meeting 2, add a Confirm Minutes item.
Fill in the title, and select the presenter, seconder, and the minutes to be confirmed (Meeting 1's minutes).
Step 2 — Add corrections (optional)
If Meeting 1's minutes need any corrections before they are confirmed, you can 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.
Step 3 — Finishing your minutes
When your minutes are ready, click Finish Minutes at the top of the Minutes Maker. This finalises the minutes and moves them to Minutes in Review status. These minutes will be published to all meeting attendees and will be ready for pickup by the following meetings.
If you need to make further changes after finishing, click Roll Back to revert the minutes to Draft status. You can also click Preview at any time to see how the minutes will look before finishing.
Need help?
Click the orange chat icon in the bottom-right corner of any page, or email us at [email protected].