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Meeting Minutes & Action Tracker — User Guide

One place to record meetings, follow every action until it is done, and produce professional minutes in a click.

Nothing is forgotten
Open actions move to the next meeting automatically.
Clear accountability
Every item has an owner, a due date and a history.
Minutes in seconds
PDF, Word, Excel and email, ready to send.

1 How a meeting cycle works

1. Create meeting
Date, participants, next-meeting time
Secretary
2. Bring forward
Open matters from last meeting appear automatically
Automatic
3. Hold meeting
Update status, add new actions, issues and decisions
Secretary
4. Send minutes
PDF emailed; each person sees their own actions
Secretary
5. Approve & lock
Minutes frozen; QR code added to PDF
Chair / Secretary
6. Follow up
Members update tasks; daily email reminders
Members
repeat for the next meeting

2 Life of an action or issue

Still open → stays on every meeting · email reminders when due / overdue Openraised in a meetingOngoingwork in progressOn Holdwaiting / pausedCompleteddone ✓Cancelledno longer needed start finish pause / resume drop Shown once more in next minutes, then archived
Every change (status, due date, note, who and in which meeting) is kept in the item’s history. Issues also record how they were solved.

3 What each page does

Dashboard · Everyone
Your start page: open, overdue and due-soon counts, your own tasks, the next meeting and recent activity.
Meetings · Secretary
List of all meetings with status (Draft → Circulated → Approved). Create a new meeting here.
Minutes page · Secretary
The working page during a meeting: participants, matters arising by topic, quick updates, new items, documents, PDF / Word / email.
Action Tracker · Everyone
Every action and issue across all meetings, with search, filters, bulk status change and Excel export.
My Tasks · Members
Only the items you are responsible for (including “All”). Update status and add progress notes here.
Issues Log · Everyone
Problems that need solving. Each issue records how it was solved, so the solution is never lost.
Decisions Register · Everyone
A permanent list of decisions made in meetings, so you can see what was agreed and when.
Topics · Secretary
Standing subjects such as “Capability statement” that group items on the minutes. Re-order or close them.
Members · Admin
Directors, staff and guests. Set initials, email, role and who can sign in, and send invitations.
Reports · Management
Who has what, overdue per person, on-time rate, age of open items, progress by topic and attendance.
Settings · Admin
Organisation name, logo, minutes code, second time zone (e.g. Brisbane), reminders and upload limits.
Verify page · Anyone
Opened by the QR code on approved PDFs. Confirms the minutes are genuine and unchanged.

4 Quick how-to

Start a new meeting
  1. Click New Meeting.
  2. Check date and tick participants.
  3. Keep Bring forward ticked → Create.
Update an action
  1. Open My Tasks (or the minutes page).
  2. Click ↻ on the item.
  3. Change status / date, write a short note → Save.
Record a new item
  1. On the minutes page click Add under a topic.
  2. Type the description, choose type, owner(s) and due date.
  3. Tick Email the responsible → Add.
Solve an issue
  1. Open the issue from the Issues Log.
  2. Write what was done in Resolution.
  3. Click Save & mark solved.
Send the minutes
  1. On the minutes page click Email.
  2. Tick recipients; keep PDF & calendar invite.
  3. Send → status becomes Circulated.
Approve the minutes
  1. After comments are in, open the minutes.
  2. Click Approve & lock.
  3. Download the final PDF with its QR code.

5 Who can do what

RoleViewUpdate own tasksRun meetingsUsers & settings
Admin✓✓✓✓
Secretary✓✓✓–
Member✓✓––
Viewer✓–––
People without a login can still be listed as participants and owners.

6 Colours & labels

Open Ongoing On Hold Completed Cancelled
27/09/2026 = overdue   03/10/2026 = due within 3 days
NEW = raised in this meeting
LP/All = LP leads, everyone contributes
Action Issue Decision Info
Tips: Use the search box at the top to find any action. Write progress notes before each meeting so the discussion is quick. Approved minutes cannot change. If a correction is needed, an Admin can re-open them.