Meeting minutes
Publish the official record of every board and annual meeting. Write minutes in the editor, upload the signed PDF, or paste a transcript and let the AI assistant draft them for review.
On this page
What residents see
/minutes lists every published set of minutes, newest first. Each card shows the title, the meeting date, and the content itself: either the text of the minutes rendered in place, or an inline PDF viewer with a download link when the board uploaded a signed document. If the minutes are linked to a calendar event, the card also links back to that event.
Drafts never appear here. Until an admin presses Publish, residents see only the minutes that came before, or an empty state if nothing has been published yet.
Where minutes live
Minutes deliberately don’t have their own sidebar link. You reach them three ways:
From the board page. The bottom of /board shows the three most recently published sets of minutes, because “who is on the board” and “what did they decide” are usually the same question.
From the calendar. When a set of minutes is linked to an event, that event’s detail panel gains a View Meeting Minutes link. Open the meeting on the calendar and the record is one click away.
From search. Open the in-app search (the magnifying glass, or Ctrl/⌘ + K) and type “minutes”.
Creating a set of minutes
Admins open the same /minutes page and see a management list instead of the resident view (the old /admin/minutes address redirects here). Press New Minutes, optionally pick the calendar event the meeting belongs to, and give the record a title. Picking an event fills in a default title such as “Meeting Minutes - March 12, 2026”, which you can overwrite.
Linking the event is worth the extra click: it is what drives the date on the resident card, the View Meeting Minutes link on the calendar, and the “Event:” line that takes readers back to the agenda.
Write, upload, or draft with AI
After creating the record you land in the editor. The Details card holds the title and linked event. The Content card has three tabs, and the tab you save from decides what residents get:
Write. A rich-text editor (bold, italics, lists) for typing or pasting minutes directly. Saved text is shown in full on the resident card.
Upload PDF. Drop in the signed, approved PDF (up to 20 MB, PDF only). It is stored in the community’s private documents storage and served through short-lived signed links, so the file is never on a public URL. Residents get an inline viewer plus a download button.
AI Assistant. Turn a meeting transcript into a structured first draft, which then lands in the Write editor for review. Details below.
How the AI assistant works
The assistant needs a transcript. There are two ways to give it one:
Paste a transcript. Copy the transcript from wherever your meeting was recorded (Zoom, Teams, a phone recording you had transcribed, a secretary’s notes) into the paste box and press Generate Minutes. Transcripts up to 200,000 characters are accepted, which comfortably covers a multi-hour meeting.
Google Meet URL. If the meeting was held on Google Meet and the community has connected its Google account, paste the meeting link (it is pre-filled when the linked calendar event has one) and the assistant pulls the transcript itself. Google only produces Meet transcripts on Workspace Business Standard plans and above, and the transcript must have finished processing on Google’s side first.
The draft comes back as formal, third-person minutes with only the sections that had content: attendees, call to order, discussion items, motions and votes, action items, next meeting, and adjournment. Side conversation and filler are dropped. The draft opens in the rich-text editor so you can correct names, fix a vote count, or remove anything that shouldn’t be in the official record before saving.
AI minutes are metered. Plans that include AI tools carry a monthly allowance of transcript summaries (see Pricing for the current numbers), and use beyond it is billed as overage. There is also a per-admin hourly ceiling so a runaway script can’t run up the bill. The public demo community has AI tools switched off.
Drafts and publishing
Every set of minutes is a Draft until you publish it. The management list shows the status badge next to each record along with whether it holds text, a PDF, or both, and each row has Publish / Unpublish, Edit, and Delete. The editor has the same publish toggle at the bottom.
Publishing is instant and reversible. If you spot an error after the fact, unpublish, fix the content, and publish again. Residents are not notified when minutes are published, so if you want people to read them, post an announcement that links to /minutes.
Who can manage minutes
Managing minutes requires the Documents module’s admin permission, the same grant that manages the document library. Legacy full admins have it automatically. A board secretary can be given just that grant through a custom role without becoming a full admin; see Roles & permissions.
An admin previewing the site as a resident sees the resident view of /minutes, which is the quickest way to check what a published record actually looks like.