Meeting minutes

Meeting minutes give your pack a lasting record of what was decided at committee meetings and other gatherings. This guide covers writing and approving minutes, for leaders whose role includes Manage meeting minutes, and reading them, for everyone in the pack. Minutes appear only if your pack uses them.

Write minutes

1. Choose Manage Pack at the top of the portal, then Minutes.
2. Select Write minutes. The editor opens in a panel over the minutes list.
3. Under Meeting, type part of the meeting's name or date in Search the calendar, then choose Select next to it. Its date fills in for you. The list covers events from the past six months up to a month ahead, so you can also start minutes as an agenda before a meeting.
4. If the meeting isn't on the calendar, leave it unselected (or choose Not on the calendar to clear a choice), then enter a Title and the Meeting date yourself.
5. To use a different name than the event's, enter a Custom title. Leave it blank to use the event's name.
6. Under Shared with, choose who can read the minutes once they're approved:
   • Leaders only: only leaders who keep the minutes can read them.
   • All members: every member of the pack can read them.
7. Write the minutes in the Minutes box.
8. Select Save minutes.

New minutes start as a Draft. Only leaders who keep the minutes can see drafts.

Add attachments

After you save the minutes, you can attach handouts, reports, or photos. Select Add attachments and choose up to 10 files: PDF, Word, JPEG, PNG, WebP, or HEIC, up to 5 MB each. To take one off, select Remove next to it.

Approve minutes

When the minutes are final, open them and select Approve. If you have unsaved changes, the button says Save and approve and saves them at the same time. You can't approve minutes that are still empty.

Once approved, the minutes show who approved them and when. Minutes shared with All members become visible to everyone in the pack. Minutes shared with Leaders only stay hidden from members.

ScoutKeep doesn't send a notification when minutes are approved. If you want families to know, share the news with an announcement. See Sending announcements.

Change or remove minutes

• To edit minutes, open them from the Minutes list, make your changes, and select Save minutes. This works for drafts and approved minutes alike. If you close the panel with unsaved changes, ScoutKeep asks before discarding them.
• Approved minutes are the pack's record. To hide them from members or to delete them, select Return to draft first. They stay hidden from members until you approve them again.
• To delete draft minutes, select Delete. The minutes and their attachments are removed, and this can't be undone.

Find past minutes

The Minutes list shows every set of minutes with its meeting date, who it's shared with, its status, and any attachments. Search by meeting or event name, or use Status to show only drafts or approved minutes.

Read approved minutes

Everyone in the pack can read approved minutes. Choose Minutes in the menu under My Family to see the list, then select one to read it and open its attachments.

Members see only approved minutes shared with all members. Leaders who keep the minutes also see approved leaders-only minutes there, marked Leaders only, along with an Edit button.