Managing meeting minutes approval

MeetingBooster lets you send meeting minutes for approval to ensure that key meeting attendees can accept the content before the minutes are filed for future use. Notes are sometimes written hastily in the midst of busy meetings where the note taker is also focusing on other things, and the approval workflow is a good way of checking that no misunderstandings permanently find their way into the meeting minutes.

The minute approval workflow described here is independent of the approval page with signatures described in "Editing meeting minutes". Approval pages are typically used to formally document meeting minute approval, for example at the request of auditors or other external parties.

The following procedure assumes that you have just ended a meeting and would like attendee approval of the meeting minutes generated.

You can hide the meeting minutes until they have been approved; for more information, see "Editing and sending meeting minutes".

If the meeting minutes are not displayed, click the meeting whose minutes you want to edit under Past Meetings.

Selecting users for approving the meeting minutes

Click Send for Approval , select Select Approvers in the submenu, and click Edit Approvers.

In the dialog that opens, select one or more approvers. You can select any meeting attendee (except guests) or any user in the organization's MeetingBooster installation.

Click Done.

Click Send for Approval again, select Request Approval in the submenu, and confirm by clicking OK.

The minutes are sent for approval. Each attendee selected for minutes approval receives notification of the pending approval so that they can review, and then approve or reject the minutes. For more information on this, see "Approving meeting minutes". An exclamation mark is shown next to the meeting title under Past Meetings.

Reviewing approvals, rejections and comments

As soon as an attendee either approves or rejects the minutes, possibly adding comments to justify their decision, you receive an email notifying you of their approval or rejection. If the minutes were approved by all approvers, a check mark is shown under Past Meetings; if they were rejected by one or more approvers, a cross is shown instead.

Open the minutes again.

For the sake of efficiency, you might prefer to wait until you have received emails from all the approvers before reviewing the minutes.

(Optional) Compare the current minutes with previous versions if available. For more information, see below.

Click Attendee Input to review the attendee input, particularly if one or more attendees have rejected the minutes.

If one or more attendees have provided comments, the number of comments you have not read yet is shown on the Attendee Input button .

A dialog opens with comments from the attendees.

Review the list of comments from the attendees, and then click Read to mark the comment as read. If you click Read by accident, you can undo your decision by clicking Revert .

Once you have marked a comment as read, it can no longer be edited by the attendee who provided it.

If necessary, edit the minutes to take the approver input into account. For more information, see "Editing meeting minutes".

Even if all the approvers have accepted the minutes, you can still edit them by clicking Edit. You will, however, be asked to confirm that you want to re-edit the approved minutes, as this will invalidate the current approvals.

If you decide to limit the number of approvers, or conversely include new approvers, click Send for Approval, select Select Approvers, and make the necessary changes.

If you have made any changes to the minutes, click Send for Approval and choose Request Approval to resend the minutes for approval, and repeat the process described here.

Once the minutes have been accepted by all their approvers, send them to all the attendees. See "Editing and sending meeting minutes" for more information. A check mark is shown next to the meeting title under Past Meetings.

Comparing meeting minutes versions

You can compare the meeting minutes with any previous version. If you are editing the minutes, you can also undo changes individually.

Click Show Changes .

Select the version of the minutes you would like to compare the current version with.

All the changes introduced since the selected version are identified on the meeting minutes that appear.

For more information about the icons identifying the changes, refer to "Approving meeting minutes".

If you are editing the meeting minutes, you can click Undo to undo specific changes.