Why run meetings in a system
Minutes that do not circulate for signature
Participants read and approve the minutes in the application. At any moment you see who has approved and whose approval is still pending.
A decision that can be reconstructed
Who was invited, who confirmed attendance, how each person voted and who approved the minutes — it all stays with the meeting, years later too.
Conclusions become action items
A decision gets a responsible person and a deadline. The action item is tied to its agenda item, so it is always clear where it came from.
From invitation to archive
Convening
Name, meeting type, date, time, place or link, and participants. Until the invitation is sent the meeting is not visible to participants, so you can prepare it in peace.
Agenda and materials
Items and sub-items, each with attached materials: proposals, reports, draft decisions. Participants receive them before the meeting.
Invitation and attendance
Participants get an in-app notification and an email with a calendar attachment. They confirm whether they are coming, so you know in advance who will be present.
Meeting and voting
For items that require a decision you open a vote. Votes are for, against or abstain, separately for each item.
Minutes and approval
You write the minutes in the editor inside the meeting and send them to participants for approval. Corrections create a new version; the previous one stays on record.
Action items
From decisions you assign action items to specific people, with a deadline. The overview shows what has been taken on, what is done and what is stuck.
Archive
A closed meeting stays in the archive with all its materials, votes, minutes and approvals.
What the module can do
Everything needed for a management board, supervisory board or assembly session, or a regular team meeting.
Invitations with calendar
An in-app notification and an email with a calendar attachment. A participant can also be invited to selected items only, with their own arrival time.
Agenda with materials
Items, sub-items and attached files. If the agenda changes later, you notify participants with one click.
Electronic voting
For, against or abstain, per item. You decide who votes and see who has not voted yet.
Minutes as PDF
Minutes with your header and footer, signatures and, if needed, a "Confidential" watermark. They can also be produced for selected items only.
Approvals and remarks
Participants approve the minutes or add a remark to an item. The invitation itself can be sent for approval before it goes out.
Audio recording and transcript
You can record the meeting from the browser. Speech is converted to text, which serves as a basis for writing the minutes.
Decisions and action items
Each item can carry a decision, responsible people and a deadline. Everyone sees their own action items in one place.
Topic proposals
Employees propose topics themselves and attach materials. You add an accepted proposal to the agenda.
Set up for your organisation
- Meeting types you define yourself — management board, supervisory board, assembly, team — each with its own colour in the overview.
- Templates: a recurring meeting does not have to be built from scratch every time.
- Signatures on the minutes: a signature image or the signatory’s name and title.
- Meeting administrators: besides the secretary, a person you appoint can edit the meeting.
- Member companies: items can be linked to the members of a group or association.
- Overview by status, filters and an archive of all past meetings.
What a participant sees
- My meetings
- Invitations sorted by status: what is waiting for attendance confirmation, a vote or an approval.
- My action items
- Tasks from meetings: take on, complete, with the text of the decision they came from.
- Propose a topic
- A proposed item for one of the next meetings, with materials.
- Minutes
- PDF minutes of the meetings they took part in.
Frequently asked questions
Is this a video conferencing tool?
No. E-Meetings run the meeting procedure — invitation, agenda, voting, minutes and action items. The meeting itself can be held in person or through the tool you already use (Teams, Zoom, Meet): you enter the link as the meeting location.
Can an item be voted on without a live session?
Yes. Voting is opened per item and participants vote in the application, so it also suits decisions taken without meeting in person. Check first whether your articles or rules of procedure allow this way of deciding.
Is approving the minutes a qualified electronic signature?
No. An approval is a confirmation by a signed-in user, recorded with the meeting. For internal confirmation of minutes that is usually sufficient; if a regulation or your own rules require a handwritten or qualified electronic signature, the minutes are printed from the PDF and signed that way.
How does speech-to-text work?
You start the recording from the browser, and speech is converted to text by a cloud speech recognition service (Microsoft Azure). The feature is optional and is enabled per company. The transcript is working material — the minutes are still written and approved by a person.
What if a participant asks for a correction of the minutes?
They add a remark to the item or withhold approval. The secretary makes the correction and sends a new version for approval; the previous version stays on record.
Who can see a meeting and its materials?
Participants see the meetings they are invited to. Only module administrators see all company meetings, and a single meeting can also be edited by its own administrators.
Is the module included in Office Assistant?
E-Meetings is a premium module: it is part of Office Assistant but is contracted and billed separately. Get in touch and we will send you an offer.