Standard phrases in meetings and templates – Create, manage, and use

Tip – Combine with dynamic hashtags (#):
You can insert hashtags such as #chairman, #secretary, and #reviewer directly into your standard phrases. The correct names are then retrieved automatically when the minutes are written. Learn more in our guide on Hashtags (#) in the meeting process and templates.

Table of contents

• 1. Why use standard phrases? (Including examples)
• 2. Accessing standard phrases
• 3. Creating a new standard phrase
• 4. Editing and deleting standard phrases
• 5. Inserting standard phrases into agendas, minutes, and templates

1. Why use standard phrases?

An established formal vocabulary creates clarity, objectivity, and continuity over time – especially when your organization changes secretaries or needs to meet formal legal requirements during board meetings and annual general meetings.

Examples of useful standard phrases:

• Decisions: "The board resolved that…" or "The matter was tabled until the next meeting."
• Review / Adjustment: "The minutes are reviewed by chairperson #chairman and appointed reviewer #reviewer."
• Quorum: "The meeting was declared duly convened and quorate."
• Co-option: "NN was co-opted to the meeting for agenda item 5."
• Dissenting opinion: "NN expressed a dissenting opinion regarding…"

2. Accessing standard phrases

All of your organization's saved standard phrases and preset libraries can be found by clicking Meetings > Standard Phrases in the left menu.

3. Creating a new standard phrase

1. Click the New phrase button in the top right corner.
2. Enter the text formulation you wish to save. Where applicable, insert dynamic tags (e.g., #secretary or #chairman) so names are populated automatically when writing minutes.
3. Click Create phrase. Your phrase is now added to the list and ready for use.

4. Editing and deleting standard phrases

To modify or remove an existing phrase in the list view under Meetings > Standard Phrases:

• Edit: Click the three dots icon (···) to the right of the phrase and select Edit. Adjust the text and click Save.
• Delete: Click the three dots icon (···) and select Delete. Confirm by clicking OK.

5. Inserting standard phrases into agendas, minutes, and templates

You can insert your saved standard phrases when drafting an agenda, taking minutes during a meeting, or building an agenda template:

1. Place your cursor in the text field where you want to insert the phrase.
2. Click the paragraph symbol icon (§) in the editor toolbar.
3. Browse the list or use the search field to quickly locate the relevant phrase.
4. Click the phrase to insert it directly into the text.