How to Request Minutes Approval/Sign-Off from Meeting Chairperson

The meeting creator, admin or minute taker can send a request to the chair to sign off the minutes.

Video

Steps

1. Open the Meeting

• Navigate to the meeting in the 'Meetings' section.

2. Manage Meeting Minutes

• Click on 'Manage'.
• Select 'Take Minutes'.

3. Send Minutes to Chair

• Click the 'Send to Chair' button.
• Confirm that the Chair is invited to the meeting before sending.

4. Sign Off & Notify Attendees

When the chair clicks Sign Off Minutes, a dialog appears allowing them to select which attendees should be notified by email that the minutes have been finalised.

• Use Select All Attendees to notify everyone, or select individual attendees.
• Click Sign Off & Notify to sign off the minutes and send the email notification.

5. Re-notify Attendees

If the chair chose not to notify attendees during sign-off, or if attendees need to be notified again, use the Re-notify button on the meeting page.

6. Request Unlock

• Admin can request an unlock of the minutes if changes are needed.

7. Confirm Unlock Request

• The Chair can confirm the unlock request.
• Admin can approve the unlock if necessary.

8. Edit Minutes After Unlock

• Once unlocked, minutes can be edited again.
• The Chair can relock the minutes when ready.

9. Review Unlock Log 5:23

• Changes will be documented in the unlock log.
• When relocked, the log becomes available.

Ways to Notify Attendees About Minutes

There are several ways to notify attendees that minutes are available:

Method	Who can use it	When to use it
Sign Off & Notify	Chair (during sign-off)	To send finalised, signed-off minutes to attendees
Re-notify	Chair or admin (after sign-off)	To re-send the notification if attendees were not notified during sign-off
Save Draft	Minute taker, admin, or meeting creator	To share draft minutes for review before formal sign-off
Discussion tab	Anyone invited to the meeting	To notify attendees with additional context or commentary alongside the minutes