Deep Space · User guide

Meeting Minutes in the Client Portal

Write, preview and issue the minutes of the meetings you run, and share them with the project team.

Version 1.0 · October 2026 · For client organisations using the Deep Space client portal, with notes for the builder's administrator and project team

1. Overview

If your organisation runs project meetings, such as a fortnightly RFI meeting or a monthly PCG, you can record and issue the minutes directly from the client portal. Minutes are their own record in Deep Space, separate from notices.

2. Before you start (builder's administrator)

The Meeting Minutes tab appears for client portal users whose role includes it. The builder's administrator turns it on once for the client's role:

  1. In Deep Space, open Admin → Security. This opens the Roles page. Select the client's portal role from the list.
  2. Under Client Features, tick Meeting Minutes. The change is saved straight away.
  3. Ask the client users to sign out and sign back in. The tab then appears in their portal.
The Client Features list on a client portal role, with Meeting Minutes ticked
Figure 1. Meeting Minutes ticked under Client Features on the client's portal role.

Roles created before this feature was released don't have Meeting Minutes ticked, so it needs to be turned on as above. Each user also needs to be a member of the project.

3. Open Meeting Minutes

In the client portal, select the project, then go to Delivery → Meeting Minutes.

The Meeting Minutes page in the client portal before any minutes exist
Figure 2. Meeting Minutes under Delivery in the client portal.

The list shows your organisation's minutes for the project, both drafts and issued sets. For each one it shows the reference, meeting type, title, meeting date, status and when it last changed. Click a row to open it.

The Meeting Minutes list showing one issued set, RFI meeting #1
Figure 3. The list of minutes. Issued minutes show their number, for example RFI meeting #1.

4. Create a set of minutes

  1. Click New minutes.
  2. Enter the Meeting type, for example RFI meeting or PCG. Types you have used before are suggested as you type.
  3. Add a Title if you want one. It is optional.
  4. Check the Meeting date, then click Create.
The New minutes window with meeting type, title and meeting date
Figure 4. Creating a new set of minutes.

Numbering follows the meeting type. Each meeting type has its own series: RFI meeting #1, #2, #3, and separately PCG #1, #2. Use the same meeting type name each time so the numbering continues in one series.

5. Fill in the minutes

Meeting details

At the top, complete the meeting type, title, meeting date, start and end time, and location.

The Meeting section with type, title, date, times and location, and the Attendees table below
Figure 5. Meeting details and attendees.

Attendees

  1. Click Add attendees. Pick people from the project directory, or add someone who is not in the directory with Add external recipient (one-off).
  2. For each person, choose their attendance:
    • Attended: they were at the meeting.
    • Apologies: they sent apologies.
    • Distribution only: they weren't expected at the meeting but receive the minutes.
  3. To remove someone, click the × at the end of their row.

Sections and items

  1. Click Add section and type a heading, for example Design RFIs or Programme.
  2. Click Add item under a section and type the point. Items are numbered automatically: 1.1, 1.2, then 2.1 in the next section.
  3. Use the arrows to move a section or item up or down, and the bin icon to delete it. Numbering updates as you go.
Attendees with attendance options, and two numbered sections with items
Figure 6. Attendees, and the minutes organised into numbered sections and items.

Save your work

Click Save at the bottom of the page. The footer shows All changes saved or Unsaved changes. Minutes are not saved automatically, so save before you leave the page. If you go back to the list with unsaved changes, Deep Space asks before discarding them.

If a colleague in your organisation saves the same draft while you have it open, Deep Space asks you to reload before you save. That way nobody's changes are overwritten.

6. Preview the PDF

Click Export PDF. Deep Space saves the draft and downloads a PDF marked DRAFT. The draft PDF has no number yet, because the number is given when the minutes are issued. Print it, mark it up or share it for review before you issue.

The draft PDF with a DRAFT watermark and the note that it has not been issued
Figure 7. The draft PDF, watermarked DRAFT.

7. Issue the minutes

  1. Click Issue. If anything needed is missing, Deep Space tells you what to fix first.
  2. The confirmation lists everyone who will receive the PDF, with their attendance. Check the list, then click Issue and email.
The issue confirmation listing the three attendees who will receive the PDF
Figure 8. Confirming who will receive the minutes.

When you issue:

Issued minutes RFI meeting #1 shown read-only with a Download PDF button
Figure 9. Issued minutes are read-only. Download PDF gives you the issued copy.
The issued PDF for RFI meeting #1 with project, date, attendees and numbered minutes
Figure 10. The issued PDF, as emailed to the attendees.

The issued PDF shows your company's logo if one has been uploaded for your company in Deep Space.

8. Start from the previous meeting

For a regular meeting, you don't need to set up the attendees and headings each time.

  1. Click New minutes and enter a meeting type you have issued before.
  2. Start from previous … appears, ticked, and names the minutes it will copy from. Untick it if you want to start blank.
  3. Click Create.
The New minutes window offering to start from the previous RFI meeting
Figure 11. Starting a new set from the last issued RFI meeting.

The new draft copies the location, the attendees and the section headings from the most recent issued minutes of that type. Items, start and end times are not copied, so each meeting starts with clean sections ready for new points.

A new draft with the copied attendees and the two section headings, with no items
Figure 12. The new draft, with attendees and section headings carried over.

9. Delete a draft

Open the draft, click Delete draft, and confirm. Only drafts can be deleted. Issued minutes are permanent, because they are the record of what was agreed. If issued minutes need a correction, record it in the next meeting's minutes.

10. Who can see your minutes

WhoWhat they see
Your organisation, in the client portalYour drafts and issued minutes for the project
The builder, in Deep SpaceYour issued minutes only, read-only, with the PDF. Drafts are never shared.
Everyone on the attendee listThe issued PDF, by email
Other organisations on the projectNothing, unless they are on the attendee list

11. For the builder's project team

Minutes issued by a client organisation appear in Deep Space under Delivery → Meeting Minutes, on the From client tab. The Register tab, with your own meeting minutes, works exactly as before.

The builder's Meeting Minutes page on the From client tab, listing RFI meeting #1 issued by the client
Figure 13. The From client tab lists the minutes client organisations have issued on the project.

Click a row to read the minutes. They are read-only, and Download PDF gives you the issued copy.

Client minutes opened read-only in Deep Space with a Download PDF button
Figure 14. Client minutes, read-only, with the issued PDF available to download.

12. Questions and answers

I can't see Meeting Minutes in the portal.

Your portal role needs Meeting Minutes turned on, and you need to be a member of the project. Ask the builder's administrator to check both (see section 2), then sign out and sign back in.

Can I change minutes after they are issued?

No. Issued minutes are locked as the record of the meeting. Record any correction in the next meeting's minutes.

Are meeting minutes the same as notices?

No. Minutes are their own record. They are not issued through notices, they don't need a response, and they have their own numbering for each meeting type.

Can I send the minutes to someone who isn't in the project directory?

Yes. Add them as an attendee with Add external recipient (one-off). They receive the PDF by email.

Can I review the minutes on paper before issuing?

Yes. Use Export PDF to download the DRAFT PDF, then print or mark it up. Nothing is sent until you click Issue.

Deep Space · Meeting Minutes in the Client Portal user guide · Version 1.0, October 2026