How do I write meeting minutes online with my team and get them signed?
Open the event's minutes in Sealique, write them with co-authors, then send them to signatures: the attendees you choose sign and you seal the PDF with a PAdES digital signature.
Minutes are only useful when they are written quickly, agreed by the people in the room and kept in a form that cannot be quietly changed later. In Sealique the minutes belong to the event, so the attendance list, the decisions and the action points sit in one record. The final PDF can then be signed by the attendees you choose, such as the chair and the secretary, and sealed with a PAdES digital signature.
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Key facts
- Minutes in Sealique are written in a rich editor with mentions, images and your own sections, by several people at once.
- Every change is kept as a version, so the record of who wrote what is never lost.
- Mentioning a person gives them access to the minutes, so action items reach their owner.
- Approved minutes export to PDF and go to the attendees you choose for a PAdES digital signature.
- The signed minutes carry a verification ID and QR code that anyone can check online.
Meeting minutes, step by step
Create the event and open its minutes
Sign in (no card is needed to create an account), create the event for the meeting and choose Attendance + Minutes/Report as its record type: the Minutes & report tab then appears on the event page. The minutes stay attached to the event, next to its attendance list.
Write the minutes together
Fill the standard sections in the rich editor with headings, lists and captioned images, and add custom sections such as risks or budget. Add co-authors by the e-mail of their existing Sealique account. Everything saves automatically with a version history you can restore.
Mention people and assign action points
Type @ to mention a participant or an e-mail address. Mentioned people are notified, get view-only access to the minutes and appear as responsible for the action points you assign to them.
Approve and share the PDF
Generate the PDF from the event page, optionally naming an approver, then share it with attendees, your organisation or named e-mail addresses. Each recipient gets a secure e-mail link that expires after 30 days and opens without signing in (an account is created automatically).
Send the minutes to signatures
After check-ins, press Minutes to Signatures on the Minutes & report tab. Attendees who checked in with an e-mail address are pre-selected; untick anyone who should not sign, then press Generate PDF & send signing links. Each signer gets a personal link by e-mail.
Seal the signed PDF
When everyone has signed, press Seal & finalize on the document page. Only then does the PDF get the verification ID and the tamper-evident QR code that anyone can scan to check it, plus one PAdES digital signature per attendee signer.
Meeting minutes is included with a Sealique account; the processing happens in your browser and on our servers, nothing is shared with third parties.
What Meeting minutes includes
- Rich editor with headings, lists and captioned images
- Standard sections (objectives, agenda, discussion, decisions, next meeting, notes), an action points table, and custom sections such as risks, budget or annex
- @mentions that notify people and give them view access
- Version history as you write, with restore
- Co-authors added by the e-mail of their account
- Approval countersignature and sharing with attendees, your organisation or named e-mail addresses
- PDF export from the event page
- Minutes to signatures: the attendees you choose, such as the chair and secretary, sign the PDF before you seal it
Questions people ask
Are digitally signed meeting minutes legally valid?
Yes in most jurisdictions: they carry a PAdES digital signature (the ETSI standard for PDF signatures) with signing time and signer identity, checkable on the online verification page.
Whether minutes must be signed at all depends on your bylaws or company law. The sealed PDF proves who signed and that nothing changed afterwards; check the rules that apply to your organisation and country.
Where are my meeting minutes stored and who can see them?
Minutes stay in your Sealique account, visible to the organiser, co-authors, mentioned people, anyone you share them with and, when the event is shared with your organisation, its members.
Only the people listed above can open the minutes, and access can be taken away: remove the person from the viewers list and revoke any share sent to them. A share link expires after 30 days anyway and can be revoked earlier.
Can other people help write the minutes?
Yes. Add co-authors by the e-mail of their account: they edit every section and the action points from their own account, each version records its author and can be restored.
Co-authors need a Sealique account before they can be added, and only the event's managers can add them. People you only mention get view access, not editing rights. Earlier versions can be restored from the versions panel.
Can I write meeting minutes on my phone?
Yes. The editor, the preview and the signing page all work in a phone browser, and Sealique can be installed as an app from the browser menu.
What happens if someone changes the minutes after they were approved?
Your minutes are versioned as you write, with author and time for each version; once the PDF is sealed, any later change to the file breaks the PAdES digital signature.
Open the versions panel to compare or restore an earlier version. Once the signed PDF has been sealed with Seal & finalize, anyone can verify it by scanning its QR code or entering the verification ID on the verification page.
Does the meeting minutes tool cost anything?
No. Writing, mentions, versions, co-authors, PDF export, approval and sharing are included with a Sealique account, no card needed, and readers open their shared link without signing in.
Approvers countersign through their secure link without signing in too. An account is created automatically for each reader and approver, so they can use the same e-mail address later.