Meeting minutes in Procore are a built-in feature that lets you record, store, and share meeting notes directly within your construction project. You can create minutes for any recurring or one-off meeting, assign action items, and link them to other Procore tools like RFIs and submittals.
Background: Why Meeting Minutes Matter in Construction
Construction projects generate a huge amount of communication. Decisions made in a weekly coordination meeting can affect budgets, schedules, and safety. Without a clear record, disputes arise later about what was agreed. Procore’s Meeting Minutes tool was created to solve that by giving project teams a central place to document discussions, decisions, and next steps. It replaces scattered emails and handwritten notes with a structured, searchable record that everyone with permission can access.
How Procore Meeting Minutes Work
To use the tool, you first create a “Meeting” in the Meetings tool. You can set a title, date, time, location, and choose attendees from the project directory. Then you build an agenda by adding items—these can be typed manually or pulled from a template. During or after the meeting, you fill in the minutes for each item, noting decisions and action items. Each action item can be assigned to a person with a due date. Procore also lets you attach files, link to drawings, and reference other Procore items like RFIs or change events.
Once saved, the minutes are visible to anyone with access to the project’s Meetings tool. You can export them to PDF or print them. You can also create a meeting template to standardize the agenda for recurring meetings, such as “Weekly Site Walk” or “Subcontractor Coordination.”
Key Features and What They Do
- Agenda templates – Save a standard list of topics to reuse for every meeting of the same type.
- Action items – Assign tasks to team members with due dates; these appear on the meeting record and can be tracked.
- Attendee tracking – Mark who attended and who was absent, useful for accountability.
- File attachments – Add presentations, PDFs, or photos to the minutes for reference.
- Link to other tools – Reference RFIs, submittals, or change events directly from a minute item.
- Export and print – Generate a clean PDF for distribution or record-keeping.
Common Problems and Misconceptions
One common misconception is that meeting minutes in Procore are the same as a separate “Minutes” tool—they are not. The tool is called “Meetings” and the minutes are a part of that. Another issue is that users often forget to set permissions. By default, only users with “Admin” level permission on the Meetings tool can create meetings or edit minutes. If you cannot create a meeting, ask your Procore administrator to adjust your permission level.
Another frequent problem: action items assigned in minutes do not automatically create tasks in other tools. They remain part of the meeting record. If you want a task to appear in the project’s Tasks tool, you must create it separately. Also, minutes are not versioned by default—if you edit after publishing, the original is overwritten. For a formal record, export a PDF before making changes.
How to Choose Between Meeting Minutes and Other Tools
Procore offers several ways to record communication: Meetings, RFIs, Submittals, and the general Correspondence tool. Use Meeting Minutes when you need a structured agenda and a record of discussion for a scheduled meeting. Use RFIs when you need a formal question-and-answer with a contractual response. Use Submittals for document approvals. If you just need to send a quick note, use Correspondence. Meeting minutes are best for recurring coordination, progress meetings, and safety briefings where you want a chronological record.
Cost and Access Considerations
The Meetings tool is part of Procore’s core project management suite. It is not a separate paid add-on. However, you must have a Procore subscription that includes the project management tools. Pricing is custom per company, based on number of users and modules. If you are evaluating Procore, ask your sales representative whether the Meetings tool is included in your plan. In most cases, it is included by default.
For access, users need at least “Read-only” permission to view minutes. To create or edit, they need “Standard” or “Admin” permission. Permission can be set per project, so a user might be able to edit minutes on one project but only view on another.
Meeting Minutes Template
| Project Name | Meeting Date | ||
|---|---|---|---|
| Meeting Title | |||
| Attendees | |||
| Agenda Item | Discussion | Decision | Action Item & Owner |
Sample (fictional): Project: Riverbend Apartments – Meeting Date: 2025-03-14 – Meeting Title: Weekly Coordination – Attendees: J. Smith, A. Patel, M. Nguyen – Agenda Item: Concrete pour schedule – Discussion: Reviewed delays due to weather – Decision: Move pour to Monday – Action Item: A. Patel to update schedule.
Frequently Asked Questions
Can I export meeting minutes to PDF in Procore?
Yes. Open the meeting you want to export, click the “Export” button, and choose PDF. The PDF will include all agenda items, discussions, decisions, and action items as they appear on screen.
How do I assign an action item to someone?
In the meeting minutes, under an agenda item, click “Add Action Item.” Type the task, select the assignee from the project directory, and set a due date. The action item will appear in the meeting record and can be tracked.
Can I link a meeting minute to an RFI or submittal?
Yes. In the agenda item or discussion section, click the link icon and search for the RFI, submittal, or other Procore item. This creates a clickable reference that others can follow.
Do meeting minutes count against my Procore storage?
No. Meeting minutes are stored as part of the project data, not as files. However, any attachments you upload (like PDFs or images) do count against your project’s file storage limit.
Can I create a recurring meeting schedule?
Procore does not have a built-in recurring meeting scheduler. You must create each meeting instance manually. However, you can duplicate a previous meeting to copy its agenda and attendees, which saves time.
Alternatives to Procore Meeting Minutes
If Procore is not your system, other tools like Microsoft Teams, Google Docs, or dedicated meeting software can serve a similar purpose. However, they lack the deep integration with construction workflows. For example, in Procore you can link a minute item to a specific RFI or change event, which is not possible in a generic document. If you are on a smaller project, a simple shared spreadsheet might be enough. But for large projects with many stakeholders, the structured, searchable nature of Procore’s tool is a significant advantage.
When choosing, consider whether you need to track action items, link to other project documents, and control permissions. If yes, a construction-specific tool like Procore is worth the investment. If not, a free alternative may suffice.