How to Create Minutes Efficiently with VideoToBe

Stop spending 3-5 hours manually creating meeting minutes. VideoToBe automates the entire process, from recording to final formatted minutes.

Why VideoToBe for Nonprofit Board Meetings?

Traditional Method:

• 📝 Take detailed notes during meeting (miss discussions)
• ⏰ Spend 3-5 hours writing minutes after
• ❓ Struggle to remember exact wording of motions
• 🔍 Miss important details and nuances
• 📋 Manually format in standard structure

With VideoToBe:

• 🎥 Record meeting (or upload existing recording)
• ⚡ Get accurate transcript in minutes
• 🤖 AI identifies speakers automatically
• ✅ Auto-formatted in proper structure
• 💬 Chat with transcript to find specific details

Step-by-Step Guide

Step 1: Record Your Meeting

Options:

• Record directly in VideoToBe
• Upload existing Zoom/Teams recording
• Upload audio file from recorder

Supported formats:

• Video: MP4, MOV, AVI, WebM
• Audio: MP3, WAV, M4A
• No file size limits

Step 2: Automatic Transcription

VideoToBe uses OpenAI Whisper for 95%+ accuracy:

• Handles multiple speakers
• Works with accents and background noise
• Identifies different voices
• Timestamps every section

Processing time: Usually 10-20 minutes for a 1-hour meeting

Step 3: Review and Edit

Smart features:

• Search entire transcript instantly
• Jump to any part of recording
• Edit any errors quickly
• Add speaker names
• Highlight key decisions

Step 4: Generate Meeting Minutes

AI extracts:

• Meeting details (date, time, attendees)
• Key decisions and motions
• Voting results
• Action items
• Committee reports

Auto-formats in:

• Standard 8-part structure
• Professional layout
• IRS-compliant format
• Ready to share

Step 5: Export and Share

Export options:

• PDF for distribution
• Word document for editing
• Plain text for records
• Share secure link (no download needed)

Key Features for Nonprofits

Speaker Identification

Automatically detects who said what:

• Identifies different voices
• Labels each speaker
• Shows speaker changes in transcript
• Helps record voting accurately

Smart Search

Find anything instantly:

• Search for motions
• Find voting records
• Locate specific topics
• Jump to exact moment in recording

AI Chat Assistant

Ask questions about your meeting:

• "What did we decide about the budget?"
• "Who voted yes on the proposal?"
• "What are the action items?"
• "Summarize the finance committee report"

Collaboration Tools

Work together on minutes:

• Share with board secretary
• Multiple people can review
• Add comments and notes
• Track changes

Compliance & Security

IRS Compliance:

• Captures all required Form 990 documentation
• Timestamps meet "contemporaneous" standard
• Complete record of decisions
• Audit-ready documentation

Security:

• Bank-level encryption
• Secure cloud storage
• Access controls
• HIPAA compliant for sensitive discussions

Pricing for Nonprofits

Free Plan:

• 3 transcriptions per day
• Up to 2 hours per file
• All core features
• Email delivery

Studio Plan ($20/month):

• Unlimited transcriptions
• Unlimited file length
• AI chat with transcripts
• Priority processing
• Team collaboration

Need help? Nonprofit discounts available

Real Results from Nonprofits

Time Savings:

Getting Started

Quick Start (5 minutes):

1. Sign up free at app.videotobe.com
2. Upload your first recording (or record live)
3. Wait for transcription (10-20 minutes)
4. Review and generate minutes (30 minutes)
5. Export and share with your board

Best Practices:

Before the meeting:

• Test recording equipment
• Inform participants about recording
• Have backup recording method

During the meeting:

• Use good quality microphone
• Minimize background noise
• Speak clearly for names and motions

After the meeting:

• Upload recording promptly
• Review transcript for accuracy
• Add context notes if needed
• Generate and distribute minutes within 60 days

Try VideoToBe Free

Next Steps