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Minutes approval

Last updated 30 September 2026

On this page

Overview#

Minutes start as a Draft. The owner submits them for approval. Once approved they are frozen as a numbered version with a fingerprint, and editing controls disappear.

Purpose#

To give formal bodies (boards, committees, councils) a clear record of which version was approved, by whom and when.

Who uses it#

  • Owner: submits, and can withdraw.
  • Approvers: people on the same plan chosen by the owner (1–10).
  • On a plan with nobody else on it, the owner approves alone.

Screenshots#

Submit for approval
Approved

Interface explanation#

  • Status bar: Draft · Submit for approval → Approved · Version 2.
  • Drawer "Who approves these minutes?": on this account it listed only You, with "Your plan is for one person, so you approve these yourself." and Approve now.
  • Approved banner: "Approved by you on 30 Sept 2026 · Version 2 · Fingerprint 54db08cd", with Approved version (prints the frozen copy, /print/<id>/minutes?version=approved) and Word.

See it in action#

Submitting the synthetic meeting's minutes and approving them, recorded on the real app.

0:00 / 0:12
Step-by-step, without the animation

  1. Step 1 The minutes are a draft until approved

  2. Step 2 Submit them for approval

  3. Step 3 Approved, versioned and fingerprinted

  4. Step 4 The decision now has its register number

How to use#

  1. On the Minutes tab, press Submit for approval.
  2. Choose approvers (on a multi-person plan) or press Approve now (on your own).
  3. Approvers Approve, or Return with a note saying what needs changing.
  4. Once approved, use Approved version or Word to share the official copy.

Expected result#

Approved minutes show the version, fingerprint and approver. Edit, More formal and Shorten controls are removed. The decision appears in the Decision Register as DEC-2026-0001, linked to "Version 2 of the minutes".

Important notes#

  • Wording mismatch (observed): the QA account was on a Team plan (3 seats) with no other members, yet the drawer said "Your plan is for one person".
  • The status changes to Approved by itself about 2–3 seconds after Approve now, once the page has re-read the meeting. (Re-tested; an earlier note that a reload was needed came from checking too soon on a cold development server.)
  • Choosing other approvers, Return (note required, max 500 characters), Withdraw, and approval notifications are NOT VERIFIED: they need a second account on the plan. Behaviour is described from lib/minutes/approval.ts and components/minutes/approval-drawer.tsx (VERIFIED THROUGH CODE).
  • The template chips and "Regenerate · 1" links remained visible on approved minutes. Whether they act on the approved version was not tested.