How to Edit Minutes in Agendized

Once a meeting is completed, Agendized automatically generates the minutes from everything that was recorded during the meeting — agenda item completions, motions, votes, notes, and roll call. If something was missed or recorded incorrectly, you can reopen the meeting (or a single agenda item) to correct it. Any change made this way is clearly marked as part of the historical record.

Reopening a completed meeting

1. Navigate to the completed meeting you need to correct, within its team.
2. Click Review meeting in the top right. This opens the meeting's review/run screen, which shows the full record: the agenda with each item's completion time, and a Roll call panel showing who was present.
3. If you only need to review the record, you're done — no changes are made just by opening this screen.
4. To make a correction, click Reopen meeting (shown in orange). You may see a confirmation prompt, since reopening returns the meeting to "In progress" status. Confirm to proceed.
5. The meeting now shows In progress and Reopened after adjournment badges, and an End meeting button appears in place of Reopen.

Editing a specific agenda item

Reopening the meeting lets you add new notes or re-adjourn, but to correct something on a specific agenda item (its motions or notes), reopen that item individually:

1. In the Agenda list on the left, click the agenda item you need to correct.
2. Click Reopen item at the top of the item's detail panel. Confirm the prompt if one appears.
3. With the item reopened, you can:
   • Click Mark complete, Skip, or Defer to change how the item is resolved.
   • Click + New motion to record a motion that was missed.
   • Expand Motion notes or Notes to add additional notes to the official record.
4. When you're finished with that item, click Mark complete again to close it out.

Correcting roll call and attendance

The Roll call panel (visible whenever the meeting is reopened) lets you fix who was recorded as present:

1. Use the Present / Absent / Excused buttons next to each voting member's name to correct their status.
2. To record an arrival or departure that happened at a specific time (rather than for the whole meeting), expand Record an arrival or departure at another time, choose the member from Who, select Arrived or Left under What, set the time under At, and click Record.
3. Note: votes that were already cast keep the attendance record that was in place at the time of the vote. If you need to correct who was present for a specific already-recorded vote, use that motion's own Correct recorded votes form rather than the general roll call panel.

Adding or removing notes

Notes can be added at two levels, both visible while the meeting is reopened:

• Item-level notes — appear under Notes on the specific agenda item (or Motion notes on a specific motion). Use these for context tied to that item or motion.
• Meeting notes — appear in the Meeting notes box on the right side of the screen regardless of which item is selected. Use these for general notes about the meeting as a whole.

For either type: write your note, check or uncheck Include in minutes depending on whether it should appear on the exported minutes, choose an Author from the dropdown, and click Add note.

Existing notes can't be edited in place — if a note needs to be corrected, click Delete next to it (visible once the meeting or item is reopened) and add a new note with the correct text.

Finishing up

Once all your corrections are made:

1. Click End meeting in the top right.
2. A confirmation dialog explains that any agenda items still pending or in progress will be marked complete, while items already skipped, deferred, or cancelled keep their status. Click End meeting now to confirm.
3. The meeting returns to Completed status, and the updated minutes reflect your corrections.

Viewing and exporting the updated minutes

To see the finished minutes, open the meeting and click Export PDF, then choose Meeting Minutes. This generates a PDF with the agenda item timestamps, motions and their outcomes, vote tallies, and the roll call — including any corrections made above.

A note on the historical record

Reopening a completed meeting changes its official record. Agendized does not hide that this happened — the Reopened after adjournment badge stays on the meeting going forward, so anyone reviewing the minutes later can see that a correction was made after the fact.