The Confirm Minutes smart agenda item lets you confirm the minutes from a previous meeting.
When you draft the agenda, the minutes may already be selected for confirmation. If not, you can select the meeting from the list of available minutes.
To confirm meeting minutes, you must have one of the following access roles: Administrator, Chair, Board Secretary, or Senior Executive.
How to confirm meeting minutes
On the Confirm Minutes smart agenda item, click Confirm.
In the confirmation window, choose one of the following options:
Confirm as Presented – Confirms the minutes without changes and locks the meeting.
Confirm with the following changes – Adds a note at the top of the confirmed minutes describing the agreed changes. If you need to edit the original minutes instead, click Cancel, update the minutes, then return to confirm them.
Request Signature – Sends the confirmed minutes for digital signature (if enabled).
If you encounter issues accessing the confirm option, please make sure the meeting is at the appropriate stage and verify your permissions. Previous Minutes must be in the Minutes in Review stage to be confirmed.
What happens when you confirm and close the minutes?
When you click Confirm and Close:
The source meeting is marked as Closed.
A record of the confirmation is added to the minutes for the current meeting.
The source meeting's confirmed minutes are updated to show when and where they were confirmed.
Important: Once the minutes are confirmed, the meeting is locked, and they can no longer be edited. This ensures they remain an accurate record of the board's decision at the time they were confirmed.
What happens if you don't confirm the minutes?
If you move the meeting to the Minutes in Review stage without confirming the previous meeting's minutes, a reminder will appear. You can choose one of the following options:
Postpone for another meeting – Removes the minutes from the current Confirm Minutes agenda item and returns them to the Available Minutes list, ready to be confirmed at a future meeting.
Fix Now – Returns you to the Confirm Minutes agenda item so you can confirm the minutes before continuing.
Postpone the Minutes for another meeting.
If there are minutes you want to confirm at a later meeting, you can remove them from the list.
Click the context menu (three dots), then select Remove.
This removes the minutes from the current Confirm Minutes agenda item and returns them to the Available Minutes list. You can access this list using the Show/Hide button.
Can I confirm minutes from another account?
No. Each board or committee account has its own separate workflow for confirming minutes. You cannot confirm minutes between separate accounts.
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