Everything for issuing minutes is on the meeting's sheet 06 Minutes & export. It has four parts: A Meeting pack, B Minutes, C PDF and D Preview.
Meeting pack: the meeting on your Mac
The meeting pack is a single .zip file with everything captured in the meeting: the audio, photos, plans with their pins drawn on, actions, contract instructions, attendance and the transcript. Use it to move the meeting to your Mac, or to keep a complete copy.
- Open the meeting and tap 06 Minutes & export.
- Check the list: audio parts and length, photos, plans and pins, actions and CIs, transcript.
- Tap Build meeting pack and wait for the progress bar to finish.
- Tap Send pack · AirDrop to Mac and choose your Mac. The file lands in your Mac's Downloads folder.
The pack is also saved on the iPhone in Files › On My iPhone › SiteMinutes › SiteMinutes › Exports. On a Mac, tap Show in Finder. Earlier packs for the meeting are listed under Earlier packs, where you can share them again.
If something could not be included (for example a plan whose image is missing on this device), SiteMinutes lists it under Notes on this pack. The pack is still built.
Minutes
There are two ways to get the minutes into the meeting:
- Draft from app data: SiteMinutes builds the minutes from what you captured. That means the attendance, the actions under each agenda item, your general notes, the whole CI register, and the snags that are open or were raised in this meeting. The distribution list is the attendance list, and "Prepared by" is the principal agent from the project.
- Import minutes (.json): loads minutes that were written from the recording on a Mac, as a minutes.json file. Meetings can be held in English, Afrikaans or German. The minutes are always written in English.
The minutes are a snapshot. If you change actions, CIs or snags afterwards, tap Draft from app data again. SiteMinutes asks before it replaces minutes, and keeps the old version as a backup in the SiteMinutes Trash folder.
The PDF
- Choose what goes into the appendix:
- All meeting photos in appendix. When this is off, only photos linked to minutes items and snags are included.
- Snag plans with callouts: each plan with its numbered pins, followed by a pin schedule
- Tap Export PDF.
- Tap Open to check it, then Share PDF to send it by e-mail, WhatsApp, AirDrop or any other app.
The PDF is A4 portrait. It contains:
- A title block: project, project number, site, date, time, venue, contract, prepared by and date issued, with a tally of attendance, items, outstanding actions, open snags and photos
- The attendance register
- The minutes, numbered by agenda item, with Action by and Due columns. Overdue items are marked in red.
- Next meeting and distribution
- The contract instructions schedule
- The snags and defects schedule, and the snag plans if you chose them
- The photographs
The minutes end with the standard note that they are accepted as a true record unless the principal agent receives written notice of errors or omissions within 7 days of distribution.
Preview
Below the PDF section there is an on-screen preview of the minutes, laid out like the PDF. Use it for a quick check before you export.