When the minutes are ready, they appear on the meeting page. Open Projects, the project, then the meeting.
Meeting status
| Status | What it means |
|---|---|
| Planned | Not recorded yet |
| Recorded | Recorded, minutes not created yet |
| Processing | The minutes are being written. This usually takes 5–10 minutes. You can leave the page. |
| Draft | The minutes are ready to read and correct |
| Final | You finished the minutes. They can be sent. |
| Failed | The minutes could not be created. Press Try again — upload now on the meeting page, from the device you recorded on. |
Read and correct the draft
The minutes are drafts written by AI. Read them in full before they go out.
- Read the minutes on the meeting page.
- To change something, type it in plain words in the Review chat, for example "change 3.2 action by to Regardt" or "make 2.1 shorter". Press Enter to send.
- The minutes update and the chat says what changed.
- A change can take up to two minutes. You don't have to wait: type the next change and press Enter (or Add to queue). Changes wait their turn and are made one after the other.
Photos: press Add photos under the minutes to add photos from your phone or computer. They are made smaller before upload and appear in the photo pages of the minutes PDF. Captions and order: captions & order.
The chat can see the meeting's attendance list and the project's people. If you changed the attendance after the minutes were written, ask: "update the attendance from the attendance list".
To check what was actually said, press Transcript at the top of the meeting page. You can search it for a word or name.
Finish the minutes
- Tick I have read these minutes in full, corrected any errors, and I take responsibility for their content.
- Press Finish. The status changes to Final.
Finished minutes can't be changed. To change them again, press Reopen, make the change, and finish them again.
Download or print the PDF
- View PDF (then Share / Save) gives the A4 minutes in your company's minutes design. While the minutes are a draft, the PDF is marked DRAFT.
- Print prints the minutes straight from the page.
The PDF contains:
- A title block: project, 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 an Action by column. Overdue items are marked in red.
- Next meeting and distribution
- Contract instructions, and snags and defects, when the meeting has them
- The photographs (up to 80)
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.
Send to all
After Finish, press Send to all.
- Under To, the people from the project's People who attended or are on the distribution list are ticked. Tick or untick anyone.
- Add anyone else under Other e-mail addresses, separated by commas.
- Check the Subject and Message.
- Press Send to ….
Each person gets an e-mail from SiteMinutes with the minutes PDF attached. Replies come to you. You can send to at most 50 people at a time.
Nobody ticked? Add their e-mail addresses to the project's People (see Getting started).
Your minutes design and e-mail text
An owner or admin sets these once for the whole company, under Settings → Company:
- Minutes design: press Change minutes design to choose the colour, the fonts and your logo. A preview shows the result.
- Industry & minutes e-mail: the standard Minutes e-mail subject and Minutes e-mail message used by Send to all.