In this guide, we will walk through a detailed guide of how to use the meetings tab. We will also go through some top tips and tricks to make life easier.

Basic Usage

In the meeting tab you can start a new meeting, or join a meeting if one has already been set up or started.

Once you have started or joined a meeting, you will get the following screen. 

Input all the standard entries such as those in attendance, location and time. When selecting attendances or apologies, Amplify will suggest people which is based on those that have access to Amplify and Xero. If you need to add anyone else, you can manually type them in. To add new users, visit this guide: Adding More Users to Amplify

Amplify auto-saves any changes when they are made. Multiple people can join meetings and data auto refreshes so everyone views the same version of the meeting live.

You can add files to any section in meetings, to do this simply click on the attach a file button.

As you progress through the meeting you should note down the main points in each section and once happy, you can click on the approved button at the bottom of each section, or the gray 'not approved' text and it will mark that section as approved.

Previous Meeting Approvals

Minutes to previous meetings will show up as an item and will show any previous minutes if you have had previous meetings in Amplify. If more than one past meeting is still not approved, Amplify will show a bell icon prompting you to review and approve them in that meeting.

If there are multiple meetings needing approval, you can do it in bulk by clicking on the bell. At the top left there is a list button and hovering over that gives you options to view and edit meetings and bulk approve them.

Xero Finances

Finances auto load from Xero so there is no need to manually create reports and attach them to meetings, but you still can if you want to. Users with Xero access can change the date range and number of periods to compare to.

A great feature of the Xero reports in Amplify is that Amplify allows the committee to mark journals as reviewed which is a great process to reduce the risks of fraud as journals can be used to hide fraud. Xero does not currently have such a feature so this is a great compliment to Xero.

Templates and Layout

The standard items are:

• Approvals of previous meetings
• Related parties and conflicts of interest register
• Finances

These are considered to be the minimum needed for good governance. Should you want to change the template for minutes, you can manage it in the settings section in the toolkit tab. Then navigate to meeting settings and hover over the sections you want to edit.

During a meeting, you can manually add new sections using the new section button.

View and download past meetings

You can view past meetings in the toolkit tab. Navigate to meetings and you can view and download them from there.

Other Tips

At the end of the meeting, there is an option to set the next meeting date and send out calendar invites.

Hovering over the settings button in the top left of the screen will provide a link to the meeting and also an index to the meeting so you can easily move to sections without having to scroll.

Sections can be re-ordered by pressing on the title of each section and dragging them into a new section. Sections can also be minimised by clicking on the up arrow on the top right of each section.