> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mavioapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Meeting Minutes

> Auto-generate formal meeting minutes with attendees, agenda items, decisions, and action items.

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.

## Generating meeting minutes

<Steps>
  <Step title="Record and transcribe">
    Record your meeting using any Mavio recording method. Wait for transcription to complete.
  </Step>

  <Step title="Open the minutes generator">
    Navigate to the meeting and click **Generate Minutes** from the **Notes** tab or the meeting action menu.
  </Step>

  <Step title="Select a template">
    Choose from built-in templates (Standard, Board Meeting, Project Review) or select a [custom template](/documentation/notes/templates) you have created.
  </Step>

  <Step title="Review and approve">
    Mavio generates the minutes within 1-2 minutes. Review the output, make edits, and mark as **Approved** when ready.
  </Step>
</Steps>

## 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:

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](/documentation/notes/templates) for full details on template creation.

## Built-in templates

<AccordionGroup>
  <Accordion title="Standard Meeting">
    The default template suitable for most meetings. Includes all standard sections: header, attendees, agenda, discussion, decisions, action items, and next meeting.
  </Accordion>

  <Accordion title="Board Meeting">
    Formal format for board and governance meetings. Adds sections for quorum confirmation, motions and votes, resolutions, and approval signatures.
  </Accordion>

  <Accordion title="Project Review">
    Focused on project status. Adds sections for status updates by workstream, risks and blockers, milestone progress, and resource requests.
  </Accordion>

  <Accordion title="Sprint Retrospective">
    Agile-friendly format. Organizes content into what went well, what could be improved, and action items for the next sprint.
  </Accordion>
</AccordionGroup>

## Approval workflow

For organizations that require formal approval of meeting minutes:

<Steps>
  <Step title="Generate and edit">
    Generate minutes and make any necessary edits.
  </Step>

  <Step title="Submit for review">
    Click **Submit for Approval** and select one or more reviewers from your team.
  </Step>

  <Step title="Reviewers approve or request changes">
    Reviewers receive a notification and can approve the minutes or send them back with comments.
  </Step>

  <Step title="Finalize">
    Once approved, minutes are locked from further editing and marked with an approved timestamp and reviewer names.
  </Step>
</Steps>

<Note>
  The approval workflow is available on Team and Enterprise plans. On Free and Pro plans, minutes can be marked as final by the creator.
</Note>

## Exporting minutes

Export approved minutes for distribution:

| Format                  | Use case                                                                                  |
| ----------------------- | ----------------------------------------------------------------------------------------- |
| **PDF**                 | Formal distribution and archival                                                          |
| **Word (.docx)**        | Further editing in Microsoft Word                                                         |
| **Markdown (.md)**      | Integration with documentation systems                                                    |
| **Email**               | Send directly to attendees and stakeholders                                               |
| **Notion / Confluence** | Push to your connected workspace (see [Integrations](/documentation/integrations/notion)) |

## Tips for better minutes

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="Identify speakers before the meeting">
    Set up [speaker profiles](/documentation/collaboration/speaker-profiles) for all expected attendees. Accurate speaker labels lead to precise attributions in the minutes.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>