Collaborative agendas
Build and circulate the agenda before the meeting, and let members add items so everyone is aligned before you begin.
The problem
The meeting is over. Where did its decisions go?
Meetings are held, minutes are typed up in a Word file, emailed around, then forgotten. At the next meeting, discussion starts from scratch, because no one remembers what was agreed, who was assigned to act, or whether it was ever done.
For formal committees and boards, the stakes are higher: when you must prove a resolution passed with a valid vote and a full quorum, the only evidence is a file anyone can edit. That isn't governance — it's trust without proof.
Committees and meetings at your entity
Minutes in a Word fileEmailed, then forgottenEditable
The next meetingDiscussion starts from scratchRepeated
Who was assigned?And was it ever done?Unclear
Proof of vote and quorumA file anyone can editUnproven
MinutesWritten and approved in the meetingApproved
Past decisionsShown when an item comes up againLinked
Action itemsOwner and due date, tracked to closureTracked
Votes and quorumDigitally sealed with time and votersDocumented
Governance: trust without proofa record that can't be altered
Capabilities
What Hexmate Meet does for your entity
Minutes written during the meeting
Record the minutes directly in the system, so members leave having approved the wording — not a week later.
Formal in-person and remote voting
A documented vote for every member, with quorum calculated automatically and results shown in real time.
Tamper-proof decision log
Every decision is digitally sealed with its time and voters — any later change is saved as a new version, leaving the original untouched.
Action item tracking
Every decision becomes a task with an owner and a due date, tracked through to closure.
Attendance and quorum
Record attendance, apologies and proxies, and confirm quorum before voting opens.
Committee archive
All of a committee's meetings, minutes and decisions in one place, searchable by keyword.
AI
AI in Hexmate Meet — what it means in practice
Meeting minutes, transcribed and drafted
The system turns the discussion into a structured draft of the minutes in Arabic — so the board secretary can focus on follow-up instead of note-taking.
Decisions and action items, extracted
Recognizes sentences that carry a commitment ("is assigned... shall submit... is approved") and turns them into action items with a suggested owner and due date.
Links to past decisions
When an item comes up, the system flags whether it has been discussed before and shows what was decided — so discussions aren't repeated and decisions don't contradict each other.
Interface preview
Votes counted live, sealed for good
Active vote — every ballot recorded by name and time, quorum calculated automatically, and the result sealed in a tamper-proof record.
- In-person and remote votes, documented the same way
- Quorum confirmed before voting opens
- A digital seal on every decision
Active voteQuorum: Awaiting votes…
Board Resolution #88
20 members · in-person and remote voting
Decision sealed · Verified Entry ID: 0x8F2...Tamper-proof record
Illustrative interface — sample data shown.
Integration
Decisions don't stop at the meeting-room door
The document presented in the meeting is the very same one archived in Hexmate Docs, with its permissions and audit trail. And a decision issued here becomes an official circular in Hexmate Mail in one click, still linked to its original minutes — so you can always trace a circular back to the session that approved it.
Explore the full platformWho uses it
Entities running on Hexmate Meet
A selection from the 17+ entities that rely on Hexture systems.
2023
Mahd Sports Academy
A committee and meeting management system alongside an administrative correspondence system, documenting committee decisions and minutes in one digital workflow linked to official correspondence.
FAQ
Questions clients ask before they start
Have another question?Send it to us or email Info@hexture.net
Does a remote vote carry the same weight as an in-person vote?
The system records the voter's identity, the time of the vote and the wording of the resolution in a tamper-proof log, and calculates quorum according to the committee's predefined rules — giving remote votes the same documentation required for in-person votes.
Our board members aren't technical. Will they actually use it?
For a member, it takes two steps: review the item and its attachments, then vote — from a phone or a computer. We also provide short training for the board secretary and members at launch.
Can minutes be edited after they are approved?
Approved minutes are never edited. Any correction is saved as a new version showing who made it, when and why, and the original remains on record for reference.
Who follows up on decisions between meetings?
Every decision becomes a task with an owner and a due date, and the follow-up dashboard flags anything overdue before the next meeting — so each meeting starts from where execution stands, not from scratch.
Board agenda items are confidential. How are they protected?
Permissions are set at the committee, item and attachment level, every view is logged, and the module can run entirely inside your internal network (on-premise).
Can the module handle several committees with different rules?
Yes. Each committee has its own members, quorum, voting method and meeting schedule, and all of them are managed from the same module without overlap.
Next step
Start with one module
You don't have to adopt the whole platform. Start with the module that solves your biggest pain point today and add others when you need them — no re-implementation or data migration, because every module runs on one database from day one.
Book a demo A 30-minute session on your actual workflows
Talk to a specialist We reply within one business day
Or email us directly — Info@hexture.net