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Chapters
What Meetings is for
Meetings runs a company's board and shareholder meetings from first notice to the minute book. Schedule the meeting, build the pack from your board papers, publish it with a video link, record what happens and turn it into minutes and resolutions — with every record kept against the right entity.
Who it's for
Company secretaries and corporate services
Run the whole cycle for every entity — notice, agenda, invitations, minutes, resolutions and the minute book.
In-house legal teams and directors
Review the pack, check it against the constitution and the law, and sign resolutions from a secure link.
What it solves
A board pack without the copy-and-paste
Upload the board papers and get a first-draft agenda, plus the notice that convenes the meeting in the form the meeting type calls for. You edit, refine and approve.
Minutes that don't start from a blank page
The notetaker records the call or the room. Its transcript becomes a draft of the minutes for you to review, refine and seal.
Records you can find and rely on
Approved minutes and executed resolutions are sealed and filed in each entity's minute book, with signatures tracked on an audit trail.
How to use Meetings
Each step shows the real screen. Hover a numbered marker — or the matching note — to see what every control does.
Choose the entity and schedule the meeting
Open Meetings from the account menu and pick the company in the sidebar's Entity switcher. Choose New meeting, then set the type, date, time and format, and who takes part.
- The title fills itself in from the type, date and time — type over it if you prefer.
- Board, shareholders', AGM and EGM meetings pre-tick the entity's directors and shareholders.
- Create meeting saves it as a Draft and opens its Overview.
On this screen
Tip: Use Add participant for someone who isn't on the entity yet — they're added to your member register too.
Add board papers and draft the agenda
Upload the board papers on the Documents tab — from your computer, the entity's statutory documents or your dashboard. Then open Notice & Agenda and choose Generate from documents.
- Agenda drafting reads processed files only — wait for each to show Ready for chat.
- The notice convening the meeting is drafted alongside the agenda.
- After finalizing, the organizer can Seal & approve the agenda and the notice with a drawn signature.
On this screen
Publish the notice and invitations
Open Publish. Check the readiness list, keep the agenda and notice attached, and untick anyone who shouldn't be emailed yet. Then choose Publish & invite.
- Further down, choose Zoom or Google Meet to create the link automatically — or paste any other meeting link.
- Email reminders go 1 day, 1 hour, 30 and 15 minutes before; untick any you don't want.
- Each invitation carries the join link, the agenda and notice PDFs and a calendar file.
On this screen
Tip: Added someone after publishing? Use Send invitations. Republishing creates a new join link.
Hold the meeting with the notetaker
For a published Zoom, Google Meet or Teams meeting, the notetaker joins the call when it starts — admit it from the lobby. Meeting in a room? Choose Record this room on the Notetaker tab and keep the page open.
- Everyone present must be told the meeting is being recorded.
- When it finishes, the transcript and the attendance it observed are filed on the Minutes tab.
- Record who was present, absent or represented by proxy on the Proceedings tab.
On this screen
Draft and approve the minutes
On the Minutes tab, choose Import the transcript — or upload a document, an audio or video recording, or a photo of handwritten notes. Proceed turns it into a draft for you to review.
- Check the attendance list before you approve.
- Approve & seal makes the minutes read-only and files them in the minute book.
- Unseal reopens them as a draft; the action is recorded.
On this screen
Pass resolutions and keep the minute book
Open Resolutions and choose Draft resolution — for the whole agenda or one per agenda point. Review it, finalize it and send it for e-signature.
- Only draft resolutions can be edited; finalized text is locked.
- When the last signer signs, the status turns Complete and the resolution is filed in the minute book.
- Run a Compliance review of the notice, agenda and resolutions before the meeting.
On this screen
Step 01 / 06
Everything Meetings can do
The building blocks behind the walkthrough, and what each one does for you.
Drafts at every stage
The agenda, the notice, the minutes and each resolution start as a draft built from your board papers and the transcript. Edit it, refine it with instructions, then finalize.
Video links and reminders
Publish with an automatic Zoom or Google Meet link, or paste any other. Invitations carry the agenda, notice and a calendar file; reminders follow by email.
Notetaker in the call or the room
It joins the call or records the room, notes who attended and what was said, and files the transcript to Minutes.
Attendance and proxies
Mark each person present, absent or by proxy, and file the signed proxy form with the meeting.
Resolutions with e-signature
Draft one resolution for the agenda or one per point, finalize it and send it for signature in order or all at once.
Compliance review of the pack
Check the notice, agenda and resolutions against the entity's constitution and the governing law. It isn't legal advice or a regulatory clearance.
Sealed minute book
Approved minutes and executed resolutions are filed for each entity automatically, sealed and read-only.
Ask about the meeting's papers
The Chat tab answers questions from the documents filed with the meeting, with sources you can open.
Tips for getting it right
Wait for Ready for chat
Agenda drafting and chat read processed files only. If a file shows Error, choose Retry on it in the Documents tab.
Choose participants before you create
If you leave the participant list empty, every person linked to the entity is added. Fine-tune who's in on the Participants tab.
Re-send rather than republish
Use Send invitations for late additions. Republishing creates a new join link for everyone.
Seal the agenda and notice separately
Only the organizer can Seal & approve, and each document is sealed on its own. Sealing locks the text; the signed copy is the PDF.
Two attendance lists
Proceedings and the Minutes attendance sheet are separate. What the notetaker observes goes to Minutes, so check both.
Keep the page open in a room
Record this room uses the device's microphone — closing the page stops the recording.
Statuses you'll see
Work that runs in the background always shows where it stands — here is what each label means.
- DraftCreated but not published. No invitations have gone out yet.
- ScheduledPublished: invitations sent, with the join link and reminders set.
- In progressThe notetaker has started recording. Set automatically.
- CompletedThe recording has ended and the transcript is on the Minutes tab.
- CancelledSet with Cancel meeting on the Overview. The record is kept; saving an edit reactivates it.
- ProcessingA board paper is still being read. Agenda drafting and chat use files marked Ready for chat.
Each participant has None, View or Edit access to the agenda, the minutes and the resolutions, set on the Participants tab. Chairs, directors, secretaries and shareholders start with Edit; members and guests with None. Only the organizer can seal documents and record Proceedings.
Connect Zoom or Google Meet and a link is created when you publish. For anything else — Webex, for example — choose Other (paste link). The notetaker can attend Zoom, Google Meet and Teams calls.
Not automatically. Proceedings shows how many directors attended, the notice carries its date of issue, and the Compliance review checks quorum, notice periods and majorities against the entity's constitution and the law.
Yes. Upload minutes accepts a document (Word, PDF, text, RTF, ODT or HTML), an audio or video recording, or a photo of handwritten notes, and drafts the narrative from it.
Executed resolutions and approved minutes for the selected entity, filed automatically, sealed and read-only. Reopening approved minutes takes them out of the book until they are approved again.
Only if you choose. After a room recording you can name the speakers and tick Remember this voice — only where everyone concerned has agreed. Saved voices can be removed at any time.
Keep exploring
Related features
- Where to find it
- Account menu → Meetings