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Meeting Minutes - Additional Options

Meeting Minutes - Additional Options

Learn about all of the options available through the plus icon within free-form meeting minutes.
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Written by Jocelyn Gombos
Updated over a week ago

TABLE OF CONTENTS

I. Additional Options Overview

II. Attendance

III. Blank Line

IV. Decision / Record an Outcome

V. Header with Meeting Info

VI. Headings - Custom

VII. List - Numbers or Bullets

VIII. New Section / Outline Entry

IX. Page Break

X. Tasks

XI. Text

XII. Votes

I. Additional Options Overview

All additional options can be revealed by clicking the + sign while editing the meeting minutes. Click the + to get a drop-down menu for additional options; scroll down to see all options available. This article explains each option (jump to those options using the Table of Contents), how it can be used, and the editing options available for each.

To reveal the plus sign and use additional options:

  1. Click where it says Start typing or hit + for decisions, tasks, and more OR

  2. Click on a section that already exists OR

  3. Click anywhere at the bottom of the page

  4. Click on the option desired

    1. Tip: prior to clicking the + and the desired option, click in the area or section just above where the new section should be placed

    2. There are ten options available in the drop down menu (scrolling is necessary to see them all in the app):

Note regarding PDF view:

When using the options available from this drop-down menu - the section selected will be added directly below wherever the + was clicked - keep this in mind when adding a section to reduce the need to move sections up or down.

II. Attendance

To add attendance to the meeting minutes:

  1. Click the + for the drop-down menu, then scroll down and click Attendance

  2. Click the drop-down next to each invitee's name to select the appropriate option

    1. Note that all member invitees will be listed separately from the guests

  3. Type any notes deemed applicable in regards to the member and / or attendance

    1. If in Spotlight, and Notes are not viewable, expand the left panel (click on the 3 dots, hold down the mouse button, and move to the right)

Editing options available - click section menu (6 dots)

  1. Hide Attendance in view

  2. Hide Notes in view

  3. Move up or down (click the up or down arrow)

  4. Delete (click the X)

Notes regarding PDF view:

  • Attendance for members and guests is organized by Present, Absent, and Remote

  • Attendance notes appear even when hidden

  • If no guests invited, guest title will not appear

III. Blank Line

To add a blank line / space between sections:

  1. Click the + for the drop-down menu, then click Text

  2. Press the space bar a couple of times after selecting it to create spaces on that line; the pdf will show a blank line

    1. Before added space

    2. After added space

  3. Editing options available - click section menu (6 dots)

    1. Move up or down (click the up or down arrow)

    2. Delete (click the X)

IV. Decision / Record an Outcome

To add decisions to the meeting minutes:

  1. Click the + for the drop-down menu, then scroll down and click Decision

  2. Start typing - the text on the page will look like this (note additional tips in the text of this image):

  3. Editing options available - click section menu (6 dots)

    1. Move up or down (click the up or down arrow)

    2. Delete (click the X)

Note regarding PDF view:

Decision text displays as follows:

V. Header with Meeting Info

To add the header with meeting information:

  1. Click the + for the drop-down menu, then scroll down and click Meeting Info

  2. This will add the following:

    • Organization logo, if uploaded in Organization info within Settings.

    • Name of the organization as a large header

    • Title of the meeting as a smaller header

    • Date and time of the meeting in plain text

  3. If this option was selected and the header was added in an undesired location - use the editing options available to move the section up or down

  4. If the heading sizes or meeting information is not displayed as desired, consider creating a customer header using a mix of headings that can be edited and displayed in various sizes, along with some plain text (see Headings - Custom and Text)

  5. Editing options available - click section menu (6 dots)

    1. Move up or down (click the up or down arrow)

    2. Delete (click the X)

Note regarding PDF view:

This text is smaller and center-justified:

VI. Headings - Custom

Custom headings are a useful tool. It can be utilized to:

  • Add headings throughout the meeting minutes

  • Create a custom heading for minutes (rather than using the Meeting Info option)

  • Add several headings of various sizes to show information as desired

To add custom headings:

  1. Click the + for the drop-down menu, then click Heading

  2. Type a heading name and choose the section menu (6 dots) to determine the size of the heading (H1 through H6)

    • If the heading shows blank at first, there may be a refresh issue - close the minutes by clicking Only you can edit and re-open them to display and edit the new heading

  3. Editing options available - click section menu (6 dots)

    1. H1 through H6 optional sizes

    2. Move up or down (click the up or down arrow)

    3. Delete (click the X)

VII. List - Numbers or Bullets

To add a numbered or bulleted list:

  1. Click the + for the drop-down menu, then scroll down and click List

    1. The default is a numbered list, but this can be changed through the section menu (6 dots)

  2. The list is indented to the same level as a level two indent (level 2 is displayed here just as a reference)

  3. Editing options available - click section menu (6 dots)

    1. Bullets

    2. Numbers

    3. Move up or down (click the up or down arrow)

    4. Delete (click the X)

Suggestion: Add a heading (see the Headings - Custom section for more details) before the list to give the listing a title.

VIII. New Section / Outline Entry

Outline Entry can be used to start a section from the very beginning, when starting meeting minutes from scratch, or at any time. Clicking Outline Entry will create a new section that includes a numbered entry with Notes - numbering will continue from a previous section or start at number one if it is the first entry.

To add a new outline entry:

  1. Click the + for the drop-down menu, then scroll down and click Outline Entry

  2. This will add an entry that follows the same numbering as previous entries or start at number one if starting from scratch

    1. There can be up to 2 levels of indent

  3. Section options available - section menu (6 dots)

    • Indent

    • Outdent

    • Move up or down (click the up or down arrow)

    • Delete (click the X)

Note regarding PDF view:

  • Notes for outlines brought over from agendas are italicized in the Minutes PDF view as shown here:

IX. Page Break

To create a page break so that a new page is forced when the pdf is generated:

  1. Click the + for the drop-down menu, then scroll down and click Page Break

  2. The place where the page break will occur is noted on the minutes as follows - this can be moved up or down in order to ensure desired placement

  3. Section options available - section menu (6 dots)

    1. Move up or down (click the up or down arrow)

    2. Delete (click the X)

X. Tasks

When a task is created within the meeting minutes, the task is also created outside of the minutes and is accessible from the following places:

  • Within the meeting minutes

  • In the Tasks section of the meeting page

  • On the Tasks page accessed from Boardable's main menu panel

To add a task to the meeting minutes:

  1. Click the + for the drop-down menu, then scroll down and click Task

  2. The task fields are available for entry as follows:

    1. Enter a description of the task to be completed

    2. Assign one or multiple users from the available drop-down (click on each person's name that should be included in the task - to remove them, if selected by mistake, click the name again)

    3. Select a date

  3. Section options available - section menu (6 dots)

    1. Move up or down (click the up or down arrow)

    2. Delete (click the X)

Note regarding PDF view:

Tasks are identified with a clipboard icon.


XI. Text

To enter plain text:

  1. Click the + for the drop-down menu, then click Text

  2. Start typing - text starts from the left margin

  3. Section options available - click section menu (6 dots)

    1. Move up or down (click the up or down arrow)

    2. Delete (click the X)

XII. Votes

Votes are not associated with anything outside of the meeting minutes, but it provides the ability to record yes / no votes within the minutes while the meeting is occurring!

Note: for situations that need voting options other than yes / no, consider using a poll outside of the meeting minutes, and then record the results in the minutes manually at a later time. Please refer to Related Articles for more information.

To add votes:

  1. Click the + for the drop-down menu, then scroll down and click Votes

  2. Click the drop-down next to each member's name to select the appropriate option

    1. Note that all member invitees will be listed separately from the guests

  3. Type any notes deemed applicable in regards to the member and / or voting

    1. If in Spotlight, and Notes are not viewable, expand the left panel (click on the 3 dots, hold down the mouse button, and move to the right)

  4. Section options available - click section menu (6 dots)

    1. Hide Vote in view

    2. Hide Notes in view

    3. Move up or down (click the up or down arrow)

    4. Delete (click the X)

Suggestion: Add a heading (see the Headings - Custom section for more details) before the voting section to title what the vote is about; this is especially useful if there are multiple votes.


Notes regarding PDF view:

  • Voters are listed under Yes, No, or Abstain

  • Meeting participants without response are not listed

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