Minutes and action points

Closing a meeting is a deliberate, two-step moment: first you review the minutes, then you lock them. Only after the lock do you decide which action points become cards.

Confirm the minutes

Close meeting opens the review. Every agenda point is listed with its outcome (Resolved, Stays open, or a warning Not discussed), its notes, and an editable summary.

If you left a point’s conclusion empty, a draft summary may already be waiting, written from that point’s notes and marked AI draft. It is a starting point, nothing more: read it, adjust it, and the badge disappears the moment you edit. When AI is not available, the field is simply empty and you write the summary yourself.

Take the warning on this screen seriously: once you press Confirm and lock, the meeting is closed for good. It cannot be reopened, resumed or edited. If you only want to step away, use Pause instead. Back to meeting returns to the room without locking.

The minutes report

The minutes are a PDF you can download from the meeting page: a live preview while the meeting is in progress, the final version once it is closed. Locking freezes the content, so renaming cards or people later never changes minutes that were already issued.

The report reads the way a chairperson would: first the points carried over from the previous meeting with their outcome, then the agenda with each point’s notes and summary, and finally three lists:

• Decisions: every settled point’s conclusion.
• Action list: who does what, one line per card this meeting created.
• Open points for the next meeting: everything that stays open.

After closing, Email minutes sends the report as a PDF attachment. Everyone who was invited is preselected, including absentees and external guests; switch off anyone who should not receive it. Each recipient gets the mail in their own language, and an accidental second send is blocked automatically. Closing a meeting never emails anyone by itself; sending the minutes is always your explicit action.

From agreements to cards

During the meeting you marked notes and conclusions as action points. After the lock, they appear under Action points from this meeting, and one rule governs the whole screen: nothing reaches the board until you accept it.

AI reads the freshly locked minutes once in the background and may add proposals of its own: work the minutes imply but nobody marked, and sharper titles for the points marked in the room. Each row shows where it came from (marked by hand, or proposed by AI).

For every row you stay in control:

• Open it to adjust the title, description, card type and assignee, and to see which agenda point it came from. Assignees can only be attendees with a Wyroo account.
• Create card turns the point into a real board card in the To do column, carrying everything over and staying traceable to the meeting. Create all accepts the whole list at once.
• Discard removes a proposal for good; it always asks first.
• Accepted by mistake? Undo deletes the card again, but only while it is untouched: still in its landing column, no comments, no attachments.

The assignee of a new card is notified, and boards update live for everyone. Anything you leave undecided simply waits on the meeting page.

What AI does here, and what it never does

All meeting AI follows the same rules. It only works from what was actually written in this meeting, it never invents facts, names, dates or decisions, and it writes in the language of your notes. Everything it produces is a suggestion with a visible AI label, and a person accepts or edits it before anything is recorded, sent or placed on the board. If your workspace has no AI configured, every flow above still works; you just write the summaries and titles yourself.