Generating meeting minutes
Record and transcribe
Record your meeting using any Mavio recording method. Wait for transcription to complete.
Open the minutes generator
Navigate to the meeting and click Generate Minutes from the Notes tab or the meeting action menu.
Select a template
Choose from built-in templates (Standard, Board Meeting, Project Review) or select a custom template you have created.
Minutes structure
Every set of generated minutes follows a standard structure:| Section | Content |
|---|---|
| Header | Meeting title, date, time, and location (or virtual meeting link) |
| Attendees | List of participants with roles, plus absentees if calendar data is available |
| Agenda | Numbered agenda items extracted from the discussion flow |
| Discussion | Summary of discussion for each agenda item with speaker attributions |
| Decisions | Specific decisions made, with context on alternatives considered |
| Action items | Tasks with assignees, due dates (if mentioned), and priority |
| Next meeting | Date and proposed agenda for the next meeting, if discussed |
| Approval | Space for minute-taker and approver signatures |
Customizing minutes
Editing before approval
After generation, the minutes open in a rich editor where you can:- Correct any AI misinterpretations
- Add agenda items that were implicit in the discussion
- Adjust speaker attributions
- Add or modify action items and due dates
- Reorder sections
Custom templates
Create templates that match your organization’s requirements:- Go to Settings > Notes > Minutes Templates.
- Click Create Template.
- Define the sections you need, their order, and any boilerplate text.
- Save and apply the template when generating future minutes.
Built-in templates
Standard Meeting
Standard Meeting
The default template suitable for most meetings. Includes all standard sections: header, attendees, agenda, discussion, decisions, action items, and next meeting.
Board Meeting
Board Meeting
Formal format for board and governance meetings. Adds sections for quorum confirmation, motions and votes, resolutions, and approval signatures.
Project Review
Project Review
Focused on project status. Adds sections for status updates by workstream, risks and blockers, milestone progress, and resource requests.
Sprint Retrospective
Sprint Retrospective
Agile-friendly format. Organizes content into what went well, what could be improved, and action items for the next sprint.
Approval workflow
For organizations that require formal approval of meeting minutes:Reviewers approve or request changes
Reviewers receive a notification and can approve the minutes or send them back with comments.
The approval workflow is available on Team and Enterprise plans. On Free and Pro plans, minutes can be marked as final by the creator.
Exporting minutes
Export approved minutes for distribution:| Format | Use case |
|---|---|
| Formal distribution and archival | |
| Word (.docx) | Further editing in Microsoft Word |
| Markdown (.md) | Integration with documentation systems |
| Send directly to attendees and stakeholders | |
| Notion / Confluence | Push to your connected workspace (see Integrations) |
Tips for better minutes
Use an agenda
Use an agenda
If your calendar event includes an agenda in the description, Mavio uses it to structure the minutes. This produces significantly more organized output than relying on AI topic detection alone.
Identify speakers before the meeting
Identify speakers before the meeting
Set up speaker profiles for all expected attendees. Accurate speaker labels lead to precise attributions in the minutes.
State decisions explicitly
State decisions explicitly
During the meeting, explicitly stating “we have decided to…” or “the action item is…” helps Mavio identify these items with high confidence.