Online meetings and minutes

SASRA-GDE-MEET-001 · Revision 1.1 · 19 September 2026

Join a meeting

1. Sign in and choose Meetings.
2. Open the meeting and read its agenda. Dates and times use South African time.
3. Acknowledge that the meeting may be recorded and transcribed. Recordings and approved minutes are available to authorised Gauteng Bestuur committee members.
4. Select Join meeting. Check your camera and microphone in the call lobby, then join.
5. Use Leave meeting when finished. Leaving the Meetings tab also ends your call after confirmation.

You may join from 30 minutes before the scheduled start. The room closes at its scheduled end. Calls require internet access; the offline laptop hub is not a video meeting server.

Schedule and record

Administrators use Schedule a meeting to enter a title, agenda, start and end times, chairperson and minute-taker. Only members on the Gauteng Bestuur meeting access list may attend. The Super Administrator manages this list under Meetings → Gauteng Bestuur meeting access; app roles and WhatsApp membership do not grant access automatically. To reschedule, cancel the original before joining opens and schedule another.

The chairperson and Super Administrator have host controls. Announce recording, then use the recording control inside the call. Stop it when finished. There is no automatic recording. Daily charges for recording and storage.

Keep records and prepare minutes

1. After recording stops, select Refresh recordings. Processing may take several minutes.
2. Open or download the recording. Store downloaded files privately. The app's download links expire; request a fresh one if necessary.
3. The minute-taker, chairperson or administrator can choose Generate AI draft for a finished recording and confirm the paid request.
4. Select Refresh draft status after processing. Review the AI summary and download the transcript. English is supported; Afrikaans and mixed-language discussions need manual review.
5. Add the summary to the minutes and correct it. Confirm attendance separately: check-ins show requested entry, not the length of attendance. Verify names, resolutions, votes, action owners and deadlines against the recording.
6. Save the draft. When the meeting has ended, the chairperson or Super Administrator approves the reviewed minutes. Authorised committee members can then read and download them.

Draft minutes and transcripts are restricted to the meeting's chairperson, minute-taker and administrators. Reopening approved minutes removes them from committee member view until approved again. Editing a draft requires saving before approval.

If Daily does not confirm a paid request, the app holds it to prevent repeated charges. Ask the site maintainer to reconcile the request with the Daily dashboard. Manual minutes can always be prepared without AI.

Daily account setup

1. Visit Daily's dashboard, create the association's account and verify your email.
2. Choose your Daily domain. Review current pricing and enable billing for cloud recording and batch transcription/summary features.
3. Ask the site maintainer to store the Daily API key securely in the site's server settings. Never publish it or paste it into a chat.
4. Run a short test with two people: join, record, stop, retrieve the recording, generate a draft and approve minutes.

Standard video calling is billed by participant-minutes with a monthly free allowance. Recording, storage and processing are separate. Monitor usage in Daily's dashboard. Live calls and AI processing cannot be verified until the account is connected.