When the note is written
The note is written automatically within about a minute after the meeting ends. While that happens, the Meeting note panel on the meeting says The note is being written …, then Draft: only the organizers can read it. A meeting in which nothing was recorded gets no note. The panel says Nothing was recorded, so no note was written. Organizers can still click Create meeting note.Where the note is stored
Collabase creates the folders the first time they are needed and finds them again even if someone renames them. If the Meetings folder was moved to the trash, a new one is created.
The page is titled with the meeting’s title and date, for example
Steering committee – 3 Oct 2026. The organizer is the page’s author, and the fixed headings are written in the organizer’s language.
The organizer needs the right to create pages in the space. If that right is missing, the panel says The organizer may not create pages where the note would go and offers to choose another space.
What the note contains
Links to work items and pages appear with their title only when the target is in the same space and not restricted. Otherwise the note shows Linked object, and the link only opens for readers who have access to the target. The note never copies content from linked work items or pages.
Draft and publish
A new note is a draft. Only the organizer and co-organizers can read and edit it. The page itself shows a bar: Draft of the meeting note for ”…”. Only the organizers can read it. Read the draft, correct it like any page, then publish it:1
Publish
Click Publish, either in the Meeting note panel on the meeting or in the bar on the page. Only the organizer and co-organizers can publish.
2
Participants are told
Participants with an account get a mail with a link to the note. External participants get nothing automatically.
When participants are added or removed later, the note’s access follows. So does a change of the meeting’s visibility, space or project. Permissions someone set by hand on the page are left alone.
After the meeting is reopened
Reopening a closed meeting marks its note as out of date: The meeting was reopened. Closing it again updates the note; changes made on the page stay. When the meeting ends again:- If nobody edited the page since it was written, the note is written again from scratch.
- If someone edited it, every word stays, and a section Addendum of with the date is added at the end. It contains only what changed: new or changed decisions, tasks and items. Earlier versions remain in the page history.
If something goes wrong
Deleting the note page does not change the meeting itself. Outcomes, decisions and the decision register are kept in the meeting, not on the page.