What MinuteSmith does
From recording to approved minutes — everything your board needs to run well-governed meetings, track decisions, and stay compliant.
Rough notes in, polished minutes out
Paste bullet points, upload a Word doc, or drop in a Zoom transcript. MinuteSmith generates complete, properly structured board minutes — with motions, vote counts, and action items identified automatically.
- 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 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
Record your meeting directly in MinuteSmith
No need for a separate recording tool. Start recording in your browser, pause and resume as needed, and we'll transcribe it with speaker identification. Your recording is auto-saved every 10 seconds — safe even if the browser closes.
- 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
- Generous monthly transcription limits included with every paid plan
Query your entire meeting history in plain English
"What did the board decide about the parking lot?" "When was the last time we discussed the reserve fund?" Ask AI searches across all your meetings and returns sourced answers with links to the original minutes.
- Natural language queries across all boards and meetings
- Answers include confidence level and source citations
- Links directly to the relevant meeting record
- Suggested follow-up questions for deeper exploration
- Topic clustering connects related discussions across meetings
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
Meeting Scheduler
Poll board members for availability across proposed meeting dates. No third-party scheduling tool needed.
Member Portal
Each board gets a public portal where members view approved minutes, check action items, and subscribe to calendar feeds.
Email Notifications
Automated reminders for action items, meeting prep, pending approvals, and term expirations. Board members tap to complete — no login.
Security & Encryption
AES-256 at rest, TLS 1.3 in transit, board-level data isolation. Your meeting data never touches another customer's.
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.