AI meeting minutes with agenda, your own template, decision numbers and action list: the big MINU-AI update (September 2026)
Last updated: 12 September 2026 · By Andreas Rupf, founder of MINU-AI
MINU-AI turns a meeting recording into structured meeting minutes automatically. With the September 2026 update, the AI minutes now follow your agenda, carry your logo and header, number decisions sequentially, run through an approval workflow and keep an action list up to date across meetings. Every feature is enabled on every account, including the free plan.
The update at a glance
| New | What it does | Most useful for |
|---|---|---|
| Set the agenda | Minutes adopt order, numbering and wording of your agenda items | Councils, committees, boards |
| Your own minutes template | Logo, header and footer automatically in every Word and PDF export | Municipalities, planning offices, associations |
| Sequential decision numbers | Decisions get numbers like GRB 12/2026, continuing your existing register | Municipal clerks, public authorities |
| Approval workflow | Draft, review by the chair, approval, distribution to the mailing list | Any body with formal approval |
| Running action list | Open items are carried forward automatically, meeting after meeting | Site meetings, project teams, clubs |
| Minutes archive | All minutes of the organisation searchable, only the finished minutes are stored | Administrations, secretariats |
| Editor before export | Edit in the tool, replace names and terms across the whole document | Everyone |
| TWINT and Microsoft sign-in | Pay the subscription with TWINT, sign up with a Microsoft account | Swiss municipalities and SMEs |
How do the AI minutes follow my agenda?
Before the meeting you enter title, date, location and the agenda in the tool, one item per line. The minutes then adopt order, numbering and wording exactly. Items that were not discussed remain in place and are marked as such. Anything discussed that was not on the agenda goes under “Any other business”.
This is the biggest difference to generic meeting notetakers: they summarise what was said. MINU-AI writes the minutes along your agenda, the way a clerk or secretary would by hand.
There is also a “Names & terms” field. People, place names and technical terms you enter there are spelled correctly by the transcription. With Swiss dialects and local place names this is a noticeable quality gain.
Your own template: logo, header and footer
Under “Template & organisation” you store logo, header and footer once. From then on every Word and PDF document carries your design automatically. The settings apply to everyone in your organisation, so minutes written by different people look the same.
Optionally you define an administrator list. If it is empty, all members of the organisation may save the template. If administrators are listed, only they may make changes. This is enforced on the server.
Sequential decision numbers, for example GRB 12/2026
Decisions automatically receive a sequential number when archived. You choose prefix and year format, such as “GRB 12/2026” for council decisions, and set the next free number from your existing decision register. MINU-AI continues from there. This makes the AI minutes compatible with the record keeping required in municipalities and public authorities.
Approval workflow: draft, review, approval, distribution
In most bodies, minutes go through a fixed process. MINU-AI now models it:
- Draft: The AI minutes are reviewed and adjusted in the editor.
- For review: The draft goes to the chair or the responsible person.
- Approved: The minutes are locked and carry an approval note.
- Distributed: The approved minutes go as Word and PDF to the stored mailing list.
Approved minutes can no longer be changed. Anyone who needs a change creates a new draft. It is always traceable which version was distributed.
Running action list across all meetings
Open items from every set of minutes are collected in one list per organisation, reachable from the sidebar. At the next meeting MINU-AI reconciles the open items automatically: what is reported as done gets ticked off. New deadlines and owners are adopted. The list can be maintained by hand at any time.
For architecture firms and planning offices with weekly site meetings this replaces the separate action list in Excel. For clubs and associations the board no longer loses the thread between two meetings.
Minutes archive, editor and better minutes quality
- Minutes archive: Every set of minutes is stored automatically in your organisation’s archive. Search, view, download as Word or PDF. Only the finished minutes are stored, never the audio file and never the transcript.
- Edit before export: The result can be adjusted directly in the tool. “Replace names or terms” fixes a misspelling across the whole document at once.
- No guessed speaker attributions: Where attribution is uncertain, MINU-AI leaves the name out instead of inventing a wrong one.
- Swiss formats: Numbers as 1'250'000, amounts in CHF, no empty tables, signature lines in Word and PDF exports.
- More robust processing: Long recordings are split into sections more reliably, the PDF export handles special characters and umlauts in every field.
New navigation, user guide, feedback, Microsoft sign-in and TWINT
- Sidebar with New minutes, Archive, Action list, Settings and Support. On the phone as an icon bar with short labels.
- User guide inside the tool: every step from recording to approved minutes explained, in German, English, French and Italian.
- Feedback button on every page: report a bug, wish or suggestion, with screenshot and annotation. Every report lands directly with me.
- Sign in with Microsoft: Besides Google and LinkedIn, an account can now be created with a Microsoft account, handy for administrations on Microsoft 365.
- TWINT: The subscription can be paid with TWINT as well as credit card. Many municipalities have no company credit card, which used to be the most common hurdle.
Data protection: what is stored and what is not
Processing still runs on EU servers. The audio file is deleted after transcription, the transcript after the minutes are generated. What is newly stored is only the finished minutes in the archive, the action list and the organisation settings. This matters for municipalities that have to demonstrate under Swiss and EU data protection law which data is stored where. Details are in the privacy policy and in the article on GDPR-compliant AI solutions.
Comparison: generic AI notetaker or minutes software for formal bodies?
| Feature | Generic meeting notetakers (e.g. Otter, Fireflies) | MINU-AI since September 2026 |
|---|---|---|
| Minutes follow the agenda | No, summary by topic | Yes, exactly as you set it |
| Sequential decision numbers | No | Yes, with prefix and year |
| Approval workflow with lock | No | Yes, draft to distribution |
| Action list across meetings | Partly, per meeting | Yes, per organisation, carried forward automatically |
| Word and PDF with your logo | No, text export | Yes, template per organisation |
| Swiss German | Limited | Yes |
| Audio storage | Usually permanent, US servers | No, deleted after processing, EU servers |
| Payment | Credit card, USD | Credit card or TWINT, CHF |
A detailed comparison is in the article Alternatives to Otter.ai and Fireflies.ai.
Frequently asked questions about the update
Can I continue an existing decision numbering sequence?
Yes. Under “Template & organisation” you set prefix, year and the next number. MINU-AI continues from there, for example from GRB 113/2026.
What happens to agenda items that were not discussed?
They stay in the minutes in their position and are marked as “not discussed”. Topics that were discussed but were not on the agenda appear under “Any other business”.
Is the audio recording stored in the archive?
No. The minutes archive only holds the finished minutes. Audio file and transcript are deleted after processing.
Who may change the template and decision numbering?
By default everyone in the organisation. Optionally you define an administrator list. Then only those people may save organisation settings.
Can approved minutes still be edited?
No. Once minutes are approved they are locked. Changes are only possible in a new draft, so the approved version stays traceable.
Are the new features included in the free plan?
Yes. Agenda, template, decision numbers, approval, archive and action list are enabled for every account. The Free plan permanently includes 60 minutes of audio per month.
How to start
Open the tool before your next meeting, enter the agenda, then upload the recording afterwards. Review the draft, approve it, send it to the mailing list. Everything else, from logo to decision number, happens automatically. The Free plan permanently includes 60 minutes per month, no credit card required. To connect MINU-AI to existing workflows, see Integrations for the REST API, Zapier and Make, and the Zoom connection.
Much of this update came from feedback by municipalities and planning offices. If something is missing: the green feedback button in the tool is the shortest way to reach me.