SiteMinutes runs in your browser at siteminutes.app, on your phone, tablet and computer. Add it to your home screen or Dock so it opens like an app — see Put SiteMinutes on your phone and computer.
Everything is organised the way a job file is: a project holds its meetings, people, plans, snags, documents and contract instructions, and each meeting holds its agenda, recording, attendance, photos, actions and minutes.
Start your free trial
- Create an account at siteminutes.app (or Sign in if you have one).
- Under Settings → Company, press Start free trial.
- Enter your company details and country, and press Start 7-day free trial. No card is needed.
You become the company's owner and billing owner. To bring in colleagues, see Company accounts & seats.
Create a project
- Open Projects and press New project.
- Enter the Project name. Everything else is optional:
- Project code, for example V08. It starts every meeting number: V08-SM-01, V08-PM-01.
- Project number, Site address and Client
- Press Create project.
The project gets your company's meeting types (see Your meeting types), and the client is added to the project's People.
To add the contract particulars, open the project and press Edit project: Contract, Employer, Contractor, Principal Agent, Quantity Surveyor, Contract sum, Site handover date, Practical completion and Rain-day allowance. Press Save project. Check the dates and allowances against the signed contract data.
Import many projects at once
Company owners and admins can add a whole project list in one go.
- Open Projects and press Import projects (next to New project).
- Paste the rows straight from Excel or Google Sheets (with the headings), or press Choose CSV or Excel file… and pick a .csv or .xlsx file. Not sure about the columns? Press Download CSV template.
- Only the Project name is required. Other columns that are read: project number, project code, client, site address, contract, employer, contractor, principal agent, quantity surveyor, contract sum, site handover date and practical completion date (for example 15/03/2026). Headings are recognised in English and Afrikaans; without headings the first column is the project number and the second the name.
- Check the Columns: pick another field for a column if a guess is wrong, or Don't import to leave it out.
- The Preview marks each row New, Already exists (a project with the same number is already in your company) or Problem (for example no name, a date that cannot be read, or the same project twice in the list), with the reason.
- Press Import N projects. Only the new rows are created; you see how many were imported, skipped or could not be created, and why.
Each imported project gets your company's meeting types, just like a new project. Projects whose number already exists are skipped, so importing the same list again creates nothing twice. At most 500 projects per import. The free trial includes 2 projects — choose a plan to import more. Big list or an unusual format? E-mail it to help@siteminutes.com (opens in a new tab) and we'll import it for you.
Add the people
- Open the project and choose the R1 People tile.
- Under Add a person, enter the Name, Company, Role (for example Principal Agent, Architect, Quantity Surveyor, Engineer, Contractor or Subcontractor), E-mail and Phone, and press Add person.
- Have a list in Excel or Numbers? Copy the rows and paste them under Paste from Excel.
Give everyone an e-mail address: the minutes are sent to the people in this list.
Plan a meeting
Only need to record now? Skip this: use Record a meeting (below). To plan ahead:
- In the project, press Plan a meeting.
- Choose the kind of meeting, for example Site meeting (SM), Progress meeting (PM) or Client meeting (CL). The number follows on by itself, for example V08-SM-03.
- Check the Date & time.
- Everything else is filled in for you. To change the venue, languages, agenda or carry-forward of open actions, open More options. See Actions & carry-forward.
- Press Create. The meeting page opens.
Want a printed agenda for the table? Press Print agenda & attendance sheet on the meeting page.
Record the meeting
- On the home screen, press Record a meeting and choose the project and the kind of meeting. (Planned it ahead? Open the meeting and press Record this meeting.)
- Tell everyone the meeting is being recorded, then press Start recording. Allow the microphone the first time.
- Tap each agenda item as the discussion moves on, and the quick marks (Action, Decision, CI needed, Snag, Delay / rain, Note) as things come up.
- Press Done when the meeting ends. Nothing is discarded.
The details are in Recording a meeting.
Wrap up and create the minutes
After Done, the Wrap up opens and takes you through four short steps. Use Next and Back at the bottom of the screen, or tap a step at the top to go back to it.
- People (required). Tap Present, Online, Apologies or Absent for each person, or All present. Missing someone? Tap them under More people from this project, or press Add person. You need at least one person Present or Online to go on.
- Photos (optional). Press Take or add photos to use the camera or pick from your photos. Or press Skip.
- Actions (optional). Press Add action for anything that wasn't said clearly in the recording: what, who and, if you like, a due date. Tap an action's status to move it on. Or press Skip.
- Minutes. Check the summary and press Create minutes — upload now.
Plans, snags and contract instructions have their own pages. On construction projects, step 4 has a small More (plans, snags, instructions) link to them.
The draft minutes appear on the meeting page in about 5–10 minutes. You can leave the page in the meantime.
Review, finish and send
- Read the draft on the meeting page. Ask for changes in plain words in the Review chat.
- Tick the box to confirm you have read the minutes, and press Finish.
- Press Send to all to e-mail the PDF to everyone, or View PDF (then Share / Save).