Formal minutes
Last updated 30 September 2026
On this page
Overview#
The Minutes tab turns the transcript into a structured, formal document laid out by a template (Board, Committee, Project and others). Every item cites the words it came from. You can edit fields, have the AI rewrite a passage, add an agenda, switch the document language, export to Word or PDF, and send the minutes for approval.
Purpose#
To produce minutes you can stand behind, with evidence links, without writing them from scratch.
Who uses it#
The meeting owner (secretary / minute-taker). Approvers review them; see Minutes approval.
Screenshots#
- Template
- Edit layout
- Document language
- Sections preview
- Agenda file
- Reference files
- Create minutes
- Template: Management · Board · Committee · Council · Project · HR · Procurement · Interview · Notes · ＋ New template.
- Edit layout: reorder, rename or switch off sections.
- Document language: English / ދިވެހި.
- Sections preview for the chosen template.
- Agenda file (optional).
- Reference files (up to 3; "PDF, Word, PowerPoint or text · up to 10 MB each").
- Create minutes · N credits ("Every item links to the words it came from.").
Interface explanation (generated minutes)#
- Status bar: Draft with Submit for approval.
- Agenda & files (collapsible) and What we took from your files, e.g. the agenda items, people, terms and figures read from the agenda.
- Who is speaking: a roster of speaker names and roles.
- Document title (e.g. "Project Progress Report"), with the legend: "✓ means a number or exact phrase was found in the words quoted from the recording. 'Check' marks the AI's reading of those words."
- Sections, each with Regenerate · 1. Each item has Edit, More formal, Shorten, a ▶ timestamp and the quoted source words. Edited items are tagged your wording or AI formal, with Undo.
- Follow-ups and export buttons at the bottom.
Templates (as observed)#
| Template | Sections (observed for Project and Notes) |
|---|---|
| Project | Meeting details, Attendees, Progress, Milestones, Blockers, Risks, Dependencies, Decisions, Action items, Next review, Other matters recorded |
| Notes (default) | Meeting details, Present, Apologies, Notes, Decisions, Action items, Next meeting, Other matters recorded |
| Management, Board, Committee, Council, HR, Procurement, Interview | Available as chips; sections not individually captured |
The Minutes layout drawer (from ＋ New template or Edit layout) lets you drag sections, switch them on or off, rename headings, Add section, and either Use for this meeting only or Save as template with a name.
See it in action#
Choosing the Project template, adding the agenda and creating the minutes, recorded on the real app. The wait while the minutes are built is sped up.
Step-by-step, without the animation
Step 1 Pick the template that fits the meeting
Step 2 Add the agenda to sharpen the minutes
Step 3 Create the minutes
Step 4 A formal draft, laid out by the template
Step 5 Every item quotes the words it came from
Step 6 Action items, each backed by what was said
How to use#
- Open the Minutes tab and pick a template (e.g. Project).
- Optionally attach the Agenda (the price rose from 3 to 4 credits, "incl. files").
- Press Create minutes · N credits. "Building the minutes…" shows while it works (about 15 s for the test meeting).
- Open Who is speaking and add roles; press Save per person.
- Fix fields with Edit → Save; use More formal or Shorten for AI rewrites; Undo reverts.
- If you later correct the transcript, press Update · free on the notice.
- Export (Print / PDF, Download Word) or Submit for approval.
Follow-ups and exports#
Step-by-step, without the animation
Step 1 Add each speaker's role once
Step 2 Correct any detail in your own words
Step 3 Your wording is kept, and marked as yours
Step 4 Send the outcome as a follow-up email
Step 5 Print, save as PDF, or download Word
| Output | Controls | Verified |
|---|---|---|
| Follow-up email | Copy subject, Copy email, Share, Word | UI (Word file returned, 9 KB) |
| Action list | Copy, Share, Word | UI (buttons) |
| Decision register | Copy, Share, Word | UI (buttons) |
| A letter or email of your own | Write with AI (opens the Assistant) | UI |
| Print / PDF | /print/<id>/minutes | UI; saved as sample PDF |
| Download Word | …-minutes.docx (11 KB) | UI (file returned) |
| Regenerate all | Rebuilds every section (costs credits: "Regenerating costs 4 credits incl. files") | Not pressed |
Document language#
Example scenario#
For the "Digital Services Improvement Meeting" with the Project template and the agenda file, the app produced:
- Chair Hassan Ahmed; four attendees.
- Progress: second development phase about 80% complete.
- Milestone: usability testing sign-off.
- Blocker: document uploads time out on slow connections.
- Risk: November deployment window may be tight.
- Decision D-01.
- Actions A-01 to A-04, with responsible people "from speaker names" and deadlines (9 October, 12 October, before the next meeting, by Friday).
Date and Organisation were filled in by hand ("your wording"), and D-01 was made more formal ("AI formal").
Expected result#
A complete draft with evidence for each item, ready to export or submit for approval.
Important notes#
- Manual edits and AI rewrites survived "Update · free" after the transcript changed. The update removed a duplicate attendee ("Ibrahim Nazir") that came from the transcriber's misspelling. (VERIFIED THROUGH UI)
- Fixed on 30 Sep 2026: after Update · free (or a section Regenerate) the panel used to stay on "Building the minutes…" until the page was reloaded. The update ends on the same status it started from (ready → ready), and the panel only re-synced when the status changed. It now also watches the minutes generation (
lib/minutes/status-sync.ts). Re-tested: the panel switches to the new version by itself within about 10 seconds. - Per the source, an edit is limited to 8,000 characters, and "Only the meeting's owner can have them made" is shown to viewers.
- Custom template saving, Regenerate (section or all) and reference files were not exercised.