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1. On the main landing page, click on Minutes from the top menu to start the process.
2. Click on the New Minutes link in the orange bar to create a new set of meeting minutes.
   • Complete the form by entering the Minute Title (important, first check whether it is on the drop down list to select, if not, type it in, and it will be added automatically for future use), and Meeting Date, and selecting or typing in the Venue for the meeting. If the Venue is not listed in the dropdown, type it in, and it will be added automatically for future use.
   • Assign a User Group for the minutes by selecting the appropriate group, then click Save and Load Content to proceed.
3. On the next screen, choose the Previous Minutes from which you want to copy standard items like the Welcome, Apologies, and Approval of Minutes. Click on Copy.
4. Now click on the pencil next to your minutes.
5. Now select the relevant agenda for which you want to create the minutes and tick the items you want to pull into your minutes. Now click on Copy and View on front end.
6. Use the Voice Recording feature to dictate decisions or discussions (you will see a microphone icon on the right of all minute items).
7. Once recorded, click on the blue Transcribe button, then display transcription, you will see both options, your original dictation and one the AI fixed for you. 
8. Click on Edit Full Minutes at the top to open the editor and make more detailed adjustments to individual items as needed. Remember to click SAVE ITEM after every change. Important: DO NOT JUSTIFY your text.  AgendaWorx will do this automatically. If you justify it, you override the tool in AgendaWorx.
9. AI can also write minutes for you, so it can take your agenda content and your dictation and combine them into a really nice minutes item. To do this, click on USE AI at the top of your Edit Full Minutes screen.
10. Use the AI tool to enhance or rewrite the content into polished and professional meeting minutes.
11. Review the AI-generated text, making any necessary edits or corrections, and then save the updated content for each minute item.
12. Click on Clean Fonts and AgendaWorx will:
    • Fix all font sizes and change them to your standard font
    • Fix all fonts
    • Justify your text
    • Add spaces after your headers
    • Indent sub-items
    • Fix table borders.
13. Click on Download PDF Version to download the minutes to review the overall layout and check for any errors or inconsistencies.
14. Once you are satisfied with the content, click on Publish Minutes to make them available.
15. Click on Send Email, and a dialogue box will appear. Insert the email subject line and select the email to send. Click on Prepare to Send, and the email you selected will appear. Scroll down to the bottom and click on Send Emails. Finally, click on Click here to return to your minutes. 

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1.      On the front end, click on Transcribe Meeting (the orange button under the Prepare Agenda for Release section). You will be taken to the Meeting Transcription screen.

2.      Select Step 1 – UPLOAD. You will be taken to the file upload screen.

3.      Click on Step 1 - Select File, then click Step 2 - Upload File to begin uploading your recording.

4.      If the file is large, wait for it to upload completely, which may take a few minutes for lengthy meeting recordings.

5.      Once uploaded, the system will automatically run the following stages:

o   Confirm upload.

o   Convert the file from MP4 to MP3

o   Split the file into smaller clips

o   Transcribe each clip

Once complete, you will see a message confirming that the TRANSCRIPTION is COMPLETE.

6.      Should you accidentally upload the wrong recording:

a)      Use the dropdown on the upload screen

b)     Select “Replace original transcription”

c)      Upload the correct file and repeat the process

7.      Once you’re TRANSCRIPTION is COMPLETE, you can close the tab and return to the previous screen.

8.      Once you are back on the Meeting Transcription screen, you can proceed to select the link next to Step 2 - CREATE MINUTES or scroll down until you get to the Step 2 – CREATE button. Please review your transcription before you select the Step 2 – CREATE button to confirm:

o   That your transcription is complete, and It includes both the start and end of the meeting

o   It is the correct meeting recording

If you are happy with the transcription, you can proceed to select the Step 2 – CREATE button for the AI to create your minutes. Should you make any changes to the transcription, please select the Save transcript button to save your changes before proceeding with selecting the Step 2 – CREATE button.

9.      Should a message appear below the Step 2 – CREATE button indicating that the process is taking too long, wait approximately 10 minutes and refresh your screen manually.

10. Once Step 2 has finished processing, your minutes will appear below.

11. Please review your minutes and confirm that:

o   You are happy with your minutes. If not Retry Step 2 again.

o   The AI created your Minutes to an extent that you are happy with. If not, Retry Step 2 again. If you are still not happy, let us know how we can update the AI prompt so that the AI will create minutes the way you prefer.

o   It created minutes for all you items. If not, review your transcription and confirm if it’s complete or if it’s for the correct meeting recording.

12. If you are happy with your minutes, you can proceed to selecting the Step 3 – CONVERT button to convert the full minutes into the AgendaWorx itemised format and have them saved under the Minutes tab on the back end. Should you make any changes to the minutes, please select the Save full Minutes button to save your changes before proceeding with selecting the Step 3 – CONVERT button.

13. Once you are done reviewing, editing, and saving your minutes, select the red Click here to view your Minutes in AgendaWorx button to preview your minutes on the front end, and to continue working on the itemised format.

14. Click on the Format Minutes button and AgendaWorx will:

o   Fix all font sizes and change them to your standard font.

o   Fix all fonts.

o   Justify your text.

o   Add spaces after your headers.

o   Indent sub-items.

o   Fix table borders.

a)     Go to the View & Download button and click on Minutes PDF to review the overall layout to check for any errors or inconsistencies and download the Minutes if you wish.

b)      Once you are satisfied with the content, click on Publish Minutes to make them available.

c)     Click on Send Email, and a dialogue box will appear. Insert the email subject line and select the email to send. Click on Prepare to Send, and the email you selected will appear. Scroll down to the bottom and click on Send Emails.

d)      Finally, click on Click here to return to your minutes. 

Click here for non-Youtube videos

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1. Open Microsoft Teams on your PC or through your web browser. Navigate to the chat section, where the meeting was held. Find the conversation or meeting thread where the recording is located.
2. Scroll through the chat until you find the meeting recording. The recording will appear with a label such as a Meeting recording or show a video thumbnail with playback controls.
3. Hover over the recording, and a set of options will appear. Look for the three vertical dots (More options) next to the recording and click on them.
4. From the dropdown menu that appears, select Open in Microsoft Stream. This will take you to the Microsoft Stream service, where your meeting recording is stored. A new window or tab will open in your browser, showing the recording in Microsoft Stream.
5. In Microsoft Stream, you’ll again see the video player for your recording. To the right of the video, look for More options (represented by three vertical dots). Click on More options located after the ClipChamp feature, and a menu will appear.
6. In the dropdown menu, select the option to download the video. Once you click Download, the video file will begin downloading to your PC. Depending on your browser settings, the file will be saved in your Downloads folder or a specified location on your computer. Wait until the download is complete before proceeding to the next step.
7. Login to Agendaworx. Preview your minutes where you want to upload the recording.
8. Click on Upload Minutes (the orange button under the Prepare Minutes for Release section). The AgendaWorx video file upload page will open, where you can:
9. Select the file you want to upload by clicking Step 1 - Select file, then click Step 2 - Upload File to begin the file upload.
10. If the file is large, wait for it to upload completely, which may take a few minutes for lengthy meeting recordings.
11. You can proceed to use AI to create your minutes.

Click here for non-Youtube videos

You might want to look for a different way to download your video from Teams because you might not see a download button where your video is under chat.

1. Open Microsoft Teams and navigate to the chat where your video is located. If you do not see a download button, proceed to the next step.  

2. Look toward the left side of the screen and locate the three little dots (⋯) next to the chat. Click on these dots.  

3. From the menu that appears, select Open Stream. This option may not always be in the same position, so check different areas if necessary.  

4. Once Stream opens, you will see a list of all the videos you have made. These videos are organized by date and time, and you may also see the name of the meeting associated with each video.  

5. If you want to find a specific video quickly, use the search bar located at the top of the page.  

6. When you find the video you wish to download, click on the three dots (⋯) next to it.  

7. From the dropdown menu, select Download. The download should begin automatically, and you will see a progress indicator.  

8. To check where your video is being saved, click on the Open Downloads Folder option. This will help you locate the downloaded file later.  

9. You will see the video downloading in the folder. Once the download is complete, the icon will change, indicating that the video is ready for upload.  

10. You can now access your downloaded video and proceed as needed.