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Meeting minutes software

Board Meetings, Minutes, and Follow-Ups in One Place

Build the agenda, record the minutes, and turn decisions into assigned tasks — then keep every approved set of minutes where the next board can find it.

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Why minutes and follow-ups go missing

Agendas by email

The agenda goes out as an attachment, gets edited twice, and nobody is sure which version was used.

Minutes in a personal drive

The secretary types minutes in a document on their laptop. When their term ends, so does access.

Action items evaporate

"Someone will call the contractor" is agreed at the meeting. Nobody does, because nobody was assigned.

Hard to find past decisions

When a member asks what was decided two years ago, the board has to dig through old files and inboxes.

Inconsistent format

Every secretary formats minutes differently, so records from different years don't line up.

Members can't see what happened

Approved minutes never get shared in a place members can actually find them.

How CommunityVault helps

Run the meeting, record it, follow through

Plan the meeting

  • ✓Create meetings by type: monthly board, annual, budget, maintenance, or emergency
  • ✓Set the date, time, and location or video link
  • ✓Board members are added as attendees automatically
  • ✓Build the agenda item by item

Record the minutes

  • ✓A minutes section on every meeting for the secretary's notes
  • ✓Action items shown alongside the minutes
  • ✓Export the meeting as a timestamped PDF
  • ✓Print a summary report of all meetings

Follow through

  • ✓Turn any agenda item into a task with one click
  • ✓Set the task owner, priority, and due date
  • ✓Tasks stay linked to the meeting they came from
  • ✓Create a board approval for items that need a formal vote

Keep minutes for the long term

  • ✓Upload approved minutes to the document vault's Meeting Minutes category
  • ✓Choose who can see them: residents or members, board only, or admin only
  • ✓Ask the AI assistant questions answered from your minutes, with sources
  • ✓Meeting history stays with the organization when officers change

CommunityVault is a records, communication, and governance platform. It does not process dues payments or handle accounting.

How it works

A meeting cycle in CommunityVault

  1. 01

    Schedule

    Create the meeting and add agenda items as they come up.

  2. 02

    Meet

    Record minutes during or right after the meeting.

  3. 03

    Assign

    Turn agenda items into tasks with owners and due dates.

  4. 04

    Archive

    Export the PDF and store approved minutes in the vault.

FAQ

Meeting minutes software FAQ

What can we record for each meeting?
The meeting title, type (for example a monthly board, annual, budget, or emergency meeting), date, time, and location or video link. Each meeting has an attendee list, an agenda you build item by item, and a minutes section for the secretary's notes.
Can we export the minutes?
Yes. Each meeting exports as a PDF with the date, location, attendees, agenda, minutes, and action items, plus the date the PDF was generated. The Meeting Minutes report prints a summary of all recorded meetings.
How do agenda items turn into follow-up work?
Any agenda item can be turned into a task with one click. The task is linked back to the meeting, and you can set the owner, priority, and due date so it doesn't get forgotten before the next meeting.
Where do approved minutes live long-term?
Upload the approved minutes to the document vault under the Meeting Minutes category, and choose whether they're visible to residents or members, the board only, or admins only. The AI assistant can then answer questions from them, citing the source document and page.
Does CommunityVault write the minutes for us?
No. CommunityVault gives your secretary a structured place to record minutes, agendas, and follow-ups; it does not generate minutes automatically. Your governing documents and local law determine what minutes must contain and how they are approved.

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Make your next set of minutes easy to find

Explore the interactive demo with sample data, or start your 14-day free trial — no credit card required.

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