How to take and manage minutes?

How to take minutes in Sherpany?

Sherpany Minutes automatically creates a minute template based on your agenda. You can find it on the third tab of your meeting. Minutes are displayed as a full page view: what you write is exactly what participants will see, similar to working with a Word document.

You can also add free text sections before or after agenda items to capture anything that needs to be logged in the minutes but is not related to a specific agenda item. These sections are visible to all participants and included in any exported PDF.

Attendance

Start by setting the attendance status for each meeting attendee:

• Present - Physically present at the meeting
• Remote - Remotely present at the meeting
• Excused - Excused from the meeting
• Absent - Unexcused absence

By default, every attendee has the status Present. Click on the status to change it.

Minutes content

For each agenda item, you can add text, decisions, tasks, and documents:

• Decisions have a review date and a status that can be changed from open to review.
• Tasks have a due date and a status that can be changed from open to done.
• Documents can be added from the agenda. If the toggle is selected, each agenda item the document belongs to will be referenced in the minutes, following the same hierarchy and security level as in the meeting book.

Formatting options

In the minutes section, you can use the following formatting tools:

• Bold
• Italic
• Underline
• Highlight
• Headings
• Lists
• Text alignment (left, centre, right)
• Indent
• Images (JPEG or PNG, max 100 MB)

Can the minutes have a different order than the agenda?

Yes. Minutes sections can be reordered independently from the agenda. This is useful when topics are discussed in a different order than planned, without having to change the agenda itself.

To reorder a section, use the six-dot handle next to it to drag and drop it to the desired position.

How to publish the minutes?

Once the minutes are ready, they can be published either to selected attendees for approval or to all attendees at once. The publication options follow the same logic as for meeting books. You can also notify attendees when the minutes are available.

How to generate minutes PDF

Once the minutes are published, you can export a PDF and/or send it for signatures if needed.

Click the download icon in the top-right corner of the screen and select Minutes PDF.

How to adjust Headers and Footers in your Minutes PDF?

You can customise headers and footers directly in your Minutes PDFs: add logos, specific information, or corporate branding. The header and footer are always visible on screen once configured.

Go to the minutes section and click on the Layout direclty in the Minutes view. Once you have added the desired text, format, and images, remember to save.

How to track changes in the minutes?

You can track all changes made to the minutes using the version history.

How to access version history

1. Go to the Minutes tab.
2. Click the Version History button (top right). You enter a read-only comparison mode.
3. Select an agenda item: the version timeline appears. Click on a version to see changes highlighted in green (added) and red (removed).
4. Click the ❌ icon in the side panel to exit history view and return to editing.

What is tracked

• Text changes (additions and removals)
• Formatting updates
• Image changes
• Status changes (published)

When is a new version created

• When a user edits and then stays inactive for more than 30 minutes
• When a different user edits the minutes