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. Unlocking Signed-Off Minutes

If corrections are needed after sign-off, the minutes can be unlocked. There are two paths: the chair can approve the unlock request, or an admin can approve it directly when the chair is unavailable.

See the dedicated step-by-step guide: How to Unlock Signed-Off Minutes.

All unlock, edit, and relock actions are recorded in the unlock log, which becomes available once the minutes are relocked.

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