What MinuteSmith does
Minutes are how you start. A searchable institutional memory, Ask AI across your whole archive, and governance continuity are what you keep. Everything your organization needs to record decisions — and remember them.
Board-ready minutes
Rough notes, a transcript, or a recording become an approved, structured record in about a minute.
Institutional memory & Ask AI
Every meeting joins a searchable archive you can ask questions of — with citations back to the minutes that decided it.
Governance continuity
Continuity briefs, action accountability, and a health trend that carry the record across leadership turnover.
Rough notes in, structured board minutes out
Paste bullet points, upload a Word doc, or drop in a Zoom transcript. MinuteSmith produces complete, properly structured board minutes — motions, vote counts, attendance, and action items identified automatically — in the format your auditor and successor expect.
- Accepts any input format: typed notes, Word docs, PDFs, VTT/SRT transcripts
- Identifies motions, seconds, vote counts, and resolutions automatically
- Structures output with proper parliamentary language
- Generates supplemental content sections when relevant
- Regenerate or refine any time before approval
- Every draft is a starting point — review before approving as the official record
Ask your governance history a question
This is what a transcript can't do. "What did the board decide about the parking lot?" "When did we last discuss the reserve fund?" Ask AI searches across every meeting your organization has held and returns a sourced answer with links back to the minutes that decided it — retrieval scoped to your boards at the database layer.
- Natural-language questions across all boards and meetings
- Answers cite their sources and link to the original minutes
- Searches generated minutes, raw notes, AND audio transcripts
- Topic clustering threads a recurring issue across months of meetings
- Works across years of imported history, not just new meetings
- Filter by board or date range for focused queries
- Your data is never used to train AI models
Every draft checked against 7 governance criteria
Before you approve anything, MinuteSmith flags what's missing. Quorum statements, incomplete motions, votes without counts, missing call-to-order times — issues that create legal exposure if left unchecked.
- Quorum verification and statement presence
- Motion completeness: mover, second, vote count, result
- Executive session handling and re-entry documentation
- Action item ownership and due date assignment
- Call-to-order and adjournment time validation
- Attendee roster completeness
- Custom compliance rules on Pro and Portfolio plans
Board members review without logging in
Send draft minutes to your board members via a private link. They review section by section, flag concerns, and approve — all without creating an account. You integrate feedback in one click.
- Private review links — no login or account required for reviewers
- Section-by-section commenting and approval
- AI suggests precise edits based on reviewer feedback
- One-click feedback integration
- Complete audit trail of all review activity
- Bulk reminder emails for pending reviews
Every action item tracked to completion
Action items are extracted from your minutes automatically. Each one gets an assignee, due date, and status. Board members receive email reminders and can mark items complete with a single tap — no login needed.
- Auto-extracted from generated minutes
- Assignee, due date, and status tracking
- Email reminders with one-click completion links
- Filter by assignee, board, status, or overdue
- Carried forward automatically into future meetings
- Bulk reminders for overdue items
Any format in, polished minutes out
Upload a recording, paste a transcript, drop in handwritten notes — MinuteSmith accepts any input format and handles the rest. Record directly in your browser with auto-save, or upload from Zoom, Teams, or any other source. AI transcription with speaker identification included.
- Record directly in your browser — no app to install
- Pause, resume, stop — full control during the meeting
- Auto-saved to local storage every 10 seconds (crash-safe)
- Recovery if browser closes: pick up where you left off
- AI transcription with speaker identification
- Or upload recordings from Zoom, Teams, or any other tool
- Scan handwritten notes — AI extracts text from photos of handwritten pages
- Generous monthly transcription limits included with every paid plan
A governance metric that gets richer over time
Board Health Score combines quorum adherence, action item completion, compliance cleanliness, and meeting cadence into a single number. The longer you use MinuteSmith, the more meaningful the trend becomes.
- Composite score across multiple governance dimensions
- Historical trend tracking
- Meeting insights and topic analytics
- Attendance tracking with policy enforcement
- Rolling 12-month attendance grid
25 boards. One consistent process.
Property managers and administrators managing multiple boards get a unified view across all their communities. Same workflow, same compliance standards, same output quality — whether you manage 2 boards or 25.
- Up to 25 boards under one account
- Portfolio-wide reporting and compliance overview
- Board members are always free — no per-seat charges
- White-label PDF exports with custom branding
- Dedicated account manager on Portfolio plan
Also included
Share Approved Minutes
One click sends approved minutes to all board members with key decisions, action items, and a portal link. No more chasing people.
Resolution Tracker
Every passed motion is extracted and displayed as a formal resolution. Searchable decision history across all meetings.
Records Request Portal
Homeowners submit records requests through the portal. Board gets notified. Compliance with state disclosure requirements built in.
Meeting Scheduler
Poll board members for availability across proposed meeting dates. No third-party scheduling tool needed.
Member Portal
Board members view approved minutes, check action items, and subscribe to calendar feeds. No login required.
Security & Encryption
AES-256 at rest, TLS 1.3 in transit, board-level data isolation. Your meeting data never touches another customer's.
Board Discussion Threads
Secure pre-meeting discussion attached to each meeting. Board members only — not part of public minutes. Keeps board conversations out of personal email and away from legal discovery.
Any Input Format
Word docs, PDFs, plain text, Zoom VTT, Otter.ai exports, Google Meet recordings — whatever your board already uses.
Historical Import
Upload years of past minutes to build immediate institutional memory. AI indexes everything for search and topic tracking.