Meeting Minutes Recording and Distribution

BlockManOS v1.0.107 introduces a complete meeting minutes workflow inside the AGM module. Agents and directors can write minutes, generate an AI executive summary, record board approval, and distribute minutes by email to owners and directors — all from the meeting detail page.

Prerequisites

• The meeting must have a status of Held before minutes can be written or distributed.
• OPENAI_API_KEY must be set to use AI summary generation.
• RESEND_API_KEY and RESEND_FROM_DOMAIN must be configured for email distribution.

Step-by-Step Workflow

1. Write Minutes

1. Open a meeting with status Held from the AGM list.
2. Scroll to the Meeting Minutes section at the bottom of the meeting detail.
3. Click Write Minutes (or Edit Minutes if a draft exists).
4. Enter the minutes in the text editor. Record decisions, discussions, action items, and outcomes for each agenda item.
5. Click Save Minutes. The section header shows a Draft badge with the save timestamp.

2. Generate an AI Executive Summary (optional)

1. With minutes saved, click AI Summary.
2. GPT-4o-mini analyses the minutes and produces a structured summary covering:
   • Key decisions
   • Resolutions passed or rejected
   • Action items and owners
   • Financial matters
3. The summary appears in a blue card above the full minutes text.
4. Click Regenerate Summary at any time to refresh after editing the minutes.

Note: If OPENAI_API_KEY is not configured, the button returns an error message — no other functionality is affected.

3. Approve Minutes

1. Once the board has reviewed the draft, click Approve Minutes.
2. The section header updates to show Approved with the approval timestamp.
3. Approval is not required before distribution, but it is recommended as part of standard OMC governance.

4. Preview Recipients

Before distributing, click Distribute Minutes to open the confirmation dialog. The dialog automatically fetches and displays a recipient preview:

• AGM / EGM: All active owners in the development + active directors
• Directors meeting: Active directors only

Up to 20 recipient names and email addresses are shown; a count of additional recipients is displayed if the list is longer.

5. Distribute Minutes

1. In the confirmation dialog, choose whether to include the AI-generated executive summary in the email (checkbox, on by default if a summary exists).
2. Click Send to distribute.
3. The system emails a professionally formatted HTML message to every recipient containing:
   • Meeting metadata (type, date, venue, attendance)
   • Executive summary (if opted in)
   • Resolutions table with pass/fail outcomes
   • Full minutes text
4. A green status banner appears showing the recipient count and distribution timestamp.

6. Redistribute

If minutes are amended after initial distribution, click Redistribute to resend to the current recipient list. The distribution count and timestamp update to reflect the latest send.

UI Reference

Element	Location	Purpose
Minutes section	Meeting detail page	Write, view, and manage minutes
Draft / Approved badge	Section header	Shows current approval state
AI Summary card	Blue card, above full minutes	Displays generated executive summary
Distribution status banner	Green banner, below header	Confirms send count and timestamp
Distribution badge	Meeting list item	Quick-glance indicator that minutes have been sent

Audit Logging

All four operations — save, AI summary generation, approval, and distribution — are recorded in the audit log, capturing the acting user and timestamp.

Troubleshooting

Symptom	Likely Cause	Resolution
"Write Minutes" button not visible	Meeting status is not held	Record the meeting outcome first
AI Summary returns an error	OPENAI_API_KEY missing or invalid	Set the key in environment variables
Distribution fails	RESEND_API_KEY or RESEND_FROM_DOMAIN not configured	Configure Resend credentials
No recipients shown in preview	No active owners or directors found in the development	Verify owner and director records are active