Preparing Pre Meeting Minutes Package – Help Center

As an additional option for recording meeting minutes—or as a backup in case of internet connectivity issues—Administrators can generate a Pre-Minutes document in Word format. This document can be downloaded and printed for use during the meeting.

To generate Pre-Meeting Minutes:

Navigate to the Packages tab within the meeting.
Switch the view from Agenda Packages to Minutes Packages.
Once the Minutes Packages have loaded, locate the Pre-Minutes section.
Select the Package option under Pre-Minutes.
Click Prepare Packages to begin generating the document.

The document can be opened in Microsoft Word, by clicking Download Package beside the generated document.

Pre Minutes Output

The image below displays the Agenda Item Title, the Motion text and all possible result options.

In the event, the motion type is set to Recorded, all voting participants will be listed along with the option for the Administrator to manually capture the result.

Menu Options Explained

Option	Action
Download Package	Downloads the Word Package to the users download folder.
Approval Request	Allows an Administrator (Super Administrator, Administrator, Meeting Administrator) to start an approval request for the Pre Meeting Minutes to pass through approval. Each approver in Approval Group will receive an email informing the user a task is required to be completed.
Approve Package	Allows an Administrator (Super Administrator, Administrator, Meeting Administrator) to manually approve the Package without using a dedicated Approval Group.
Attach to New Agenda Item	Creates a new agenda item with the Word attachment
Attach to Existing Agenda Item	Attaches the Word Document to an existing item on a current meeting or future dated meeting.

Note: Information captured in the Pre-Meeting Minute template is not automatically updated in eSCRIBE. Therefore, after a meeting is complete, administrators must visit Meeting (Not Started) mode and update the live data as required.

Configuring the Meeting Template for Pre Minutes

To configure the Pre - Meeting Minutes Package to display information such as Meeting Date, Meeting Location and Voting List, click " Insert Variable". The Pre Minutes package will display the Motion and all result labels captured in in the template.