Under the Attending tab in the minutes view, you record who attended the meeting, mark excused absences, and assign the meeting's secretary, reviewers, and signatories. This guide explains both how to configure attendance and roles from the start, and how to go back and update these roles if the minutes have already been sent for review.
Important notes on roles and permissions:
- Chairman as reviewer: If the chairman is going to review the minutes, make sure to also check the box for the chairman under the Reviewer column.
- Limited users as secretary: If a limited user is assigned as secretary for a meeting, they automatically receive permission to write and manage the minutes for that specific meeting.
Table of contents
- 1. Record attendance and assign secretary, reviewers, and signatories
- 2. Add more participants or remove people from the list
- 3. Change secretary, reviewer, or signatory after sending for review
1. Record attendance and assign secretary, reviewers, and signatories
When you open the minutes, you start on the Attending tab. Configure participants' attendance and meeting roles as follows:
- Mark attendance or excused absence: Check the box for everyone who is Present. If someone has notified their absence in advance, check the box for Reported absence instead.
- Select meeting function: Review or adjust each participant's role/function at the meeting.
- Assign secretary, reviewers, and signatories: Check the boxes to designate the Secretary, one or more Reviewers, and the Signatories. (Remember to also check the chairman as a Reviewer if they will participate in the review.)
2. Add more participants or remove people from the list
Board members invited to the meeting are always listed automatically from the start, but you can easily adjust the attendance list if needed:
- Add additional participants (e.g., co-opted members or guests): Click the Add more button in the bottom-left corner below the list and select or enter the person.
- Remove someone from the list: Click the three dots icon (···) on the far right of the person's row and select Remove.
3. Change secretary, reviewer, or signatory after sending for review
If the minutes have already been sent out for review or signing, you can still return and update the secretary, reviewers, or signatories:
- Open the meeting, go to the Minutes tab, and click Edit minutes to return from review mode to edit mode.
- Open the Attending tab and update the checkboxes for Secretary, Reviewer, and/or Signatory.
- Proceed through the workflow to send the minutes out for review or signing again.