Product Guide · Meetings
Digital meetings — from the notice of meeting to the signed minutes
The meeting feature in Reduca consists of 7 steps. Here is an overview of each step and what you need to do.
Steps 1–3
Planning, agenda, and notice of meeting
The first three steps lay the groundwork for the meeting. The system automatically saves your work as you go—nothing gets lost.
1
General — basic information about the meeting
Enter the meeting name, date, time, description, and location (virtual or in-person). The system automatically adds all users in the account as suggested participants—these can be edited. You can also manually add external participants, such as for annual general meetings or supplier meetings. Upload meeting attachments that are not linked to specific agenda items here.
2
Agenda — Create the meeting structure
The first time, you create the agenda from scratch. After that, you can copy an agenda from previous meetings or use a template. For each item, fill in the following: Item number, Title, Duration, Item type, Presenter, Description, and Attachments. Attachments are automatically included in the meeting notice and the minutes. Rearrange the order using drag-and-drop.
Create a template by holding a meeting and naming it, for example, "Board Meeting – Template." Reuse the structure for future meetings.
3
Invitation — send to participants
Prepare and send the meeting invitation via email. The invitation automatically includes the meeting name, date, time, and location, as well as the agenda (as a PDF) and any attachments. The email includes an RSVP/attendance check—participants can accept or decline the invitation. Participants can also add the meeting to their external calendar (Outlook, Google Calendar, Apple Calendar).
Steps 4–5
Minutes and Approval
The minutes are created directly in Reduca during the meeting and are then sent to the minute-taker for review.
4
Minutes — documenting the meeting
Start by removing the names of those who are not present. Select the chairperson, secretary, and verifier—these will be automatically included in the PDF minutes. Open each agenda item and enter notes, decisions, and any changes. Items with the "Decision" item type are automatically logged in the Decision Log.
The decision log compiles all decisions in a searchable format and links them to the correct meeting—perfect for follow-up.
5
Verification — the chair and the verifier review
The chair and the person responsible for verifying the minutes will receive an email with a direct link to the minutes. They may approve them without changes, submit proposed amendments, or withdraw their approval. The chair may also make corrections directly in the text of the minutes. The system can send reminders to parties who have not responded.
| Options according to the protocol | Purpose |
|---|---|
| Save and send for adjustment | I am sending the minutes to the chair and the person responsible for verifying the minutes for review |
| Save and move on without adjustment | Skip the review step and go straight to signing |
| Save draft | Pausing your work — you can resume later |
Steps 6–7
Signing and History
The finalized minutes are sent for electronic signing via BankID. Everything is then automatically archived.
6
Signing — Sign electronically with BankID
Add the people who will sign—users are suggested automatically. If BankID is used, the user must have a registered social security number under "My Profile" or enter it manually. Add any attachments to be included in the signed document. Once the signing process has started, you can send reminders and see who has signed.
If you have trouble starting the signing process, make sure that the names and Social Security numbers of all signatories are on file.
7
History — everything is automatically archived
Under "History," you'll find a complete overview of all meetings and related documents. Search for meetings by time, year, type, or status. View documents, attendee lists, and all decisions. Find past minutes and attachments. The view displays: No., Type, Name, Date, Attendees, and Description.
Frequently Asked Questions
Questions about the meeting feature
Answers to the most common questions about digital meetings in Reduca.
Yes. You can add external participants manually. They will receive the invitation via email and can join without a Reduca account—even for video meetings.
Yes. The system automatically saves your work as you go through each step. You can also save a draft and resume your work later.
Agenda items with the "Decision" item type are automatically logged in the Decision Log once the meeting is over. They can be found under Meetings → Decisions—searchable and linked to the correct meeting.
Yes. Copy the agenda from previous meetings or use a template. Create a template by naming a meeting something like "Board Meeting – Template" and select it for the next meeting.
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