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Meeting minutes are formal, structured records of what happened in a meeting. Mavio can automatically generate minutes from any recorded meeting, following a standard format that includes attendees, agenda items, discussion points, decisions made, and action items assigned.

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Generating meeting minutes

1

Record and transcribe

Record your meeting using any Mavio recording method. Wait for transcription to complete.
2

Open the minutes generator

Navigate to the meeting and click Generate Minutes from the Notes tab or the meeting action menu.
3

Select a template

Choose from built-in templates (Standard, Board Meeting, Project Review) or select a custom template you have created.
4

Review and approve

Mavio generates the minutes within 1-2 minutes. Review the output, make edits, and mark as Approved when ready.

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Minutes structure

Every set of generated minutes follows a standard structure:

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Customizing minutes

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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

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Custom templates

Create templates that match your organization’s requirements:
  1. Go to Settings > Notes > Minutes Templates.
  2. Click Create Template.
  3. Define the sections you need, their order, and any boilerplate text.
  4. Save and apply the template when generating future minutes.
See Templates for full details on template creation.

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Built-in templates

The default template suitable for most meetings. Includes all standard sections: header, attendees, agenda, discussion, decisions, action items, and next meeting.
Formal format for board and governance meetings. Adds sections for quorum confirmation, motions and votes, resolutions, and approval signatures.
Focused on project status. Adds sections for status updates by workstream, risks and blockers, milestone progress, and resource requests.
Agile-friendly format. Organizes content into what went well, what could be improved, and action items for the next sprint.

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Approval workflow

For organizations that require formal approval of meeting minutes:
1

Generate and edit

Generate minutes and make any necessary edits.
2

Submit for review

Click Submit for Approval and select one or more reviewers from your team.
3

Reviewers approve or request changes

Reviewers receive a notification and can approve the minutes or send them back with comments.
4

Finalize

Once approved, minutes are locked from further editing and marked with an approved timestamp and reviewer names.
The approval workflow is available on Team and Enterprise plans. On Free and Pro plans, minutes can be marked as final by the creator.

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Exporting minutes

Export approved minutes for distribution:

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Tips for better minutes

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.
Set up speaker profiles for all expected attendees. Accurate speaker labels lead to precise attributions in the minutes.
During the meeting, explicitly stating “we have decided to…” or “the action item is…” helps Mavio identify these items with high confidence.