Finalising Minutes & Managing Meeting Documents

After a meeting has been completed, Meeting Management allows Strata Managers to review meeting outcomes, make final updates, publish the minutes, and manage the documents generated during the meeting process.

Finalising the meeting ensures an accurate record is created and all meeting documentation is stored in the Portal's document management system.

Before You Begin

Before finalising a meeting:

• The meeting must have been completed and ended.
• The meeting status must be Closed.

Access a Closed Meeting

To access a meeting that is ready to be finalised:

1. Navigate to Meetings.
2. Locate the meeting.
3. Open the meeting details page.
4. Confirm the meeting status is Closed.

Once a meeting has been closed, the Finalise Minutes option becomes available.

Finalise Minutes

To begin finalising the meeting record:

1. Open the meeting.
2. Click Finalise Minutes.

The meeting enters the minute finalisation stage, allowing you to review and update information before publishing.

Review Motion Outcomes

Before publishing the minutes, review each motion to ensure the meeting record accurately reflects the outcome.

For each motion, you can review:

• Motion wording
• Resolution outcome

If required, motion details can be updated before the minutes are finalised.

1. Click the pencil icon next to the motion that needs to be updated.
2. Click the pencil icon next to the motion name.
3. Edit the motion body.
4. Click Save.

Review Tasks and Notes

Any tasks or notes recorded during the meeting can be reviewed before publication.

Tasks

Tasks created during the meeting remain linked to the relevant motion and can be reviewed or updated if required.

Notes

Motion notes provide additional context about discussions, decisions, or actions that occurred during the meeting.

These notes can be reviewed and updated before the minutes are published.

Publish the Minutes

Once all meeting information has been reviewed:

1. Click Preview PDF to review the final minutes.
2. Confirm all details are correct.
3. Click Save and issue.

Once published:

• The meeting status changes to Completed.
• The meeting record becomes final.
• Meeting documents are automatically generated and stored.

Meeting Documents

Meeting Management automatically creates and stores documents generated throughout the meeting lifecycle.

Depending on the meeting updates, documents may include:

• Agenda
• Meeting minutes
• Voting register
• Proxy forms
• Committee nominations

These documents are automatically saved within the Portal's document management system.

Control Document Visibility

Meeting documents follow the document category permissions configured for your organisation.

By default, users may not be able to view meeting documents unless access has been granted to the relevant document categories.

If owners, committee members, or other users need access to meeting documents, review your document category settings to ensure the appropriate roles have permission to view the documents.

For more information, see Categories for the Document Management System.

What Happens Next?

Once minutes have been published:

• The meeting status changes to Completed.
• Meeting records are stored in the Portal.
• Meeting documents become available according to category permissions.
• Tasks created during the meeting can continue to be managed and tracked.

Strata Managers should contact us with any further questions regarding this process.