Writing the minutes of a two-hour assembly from handwritten notes is the secretary's most thankless job. Meetings held in CondoAide's video room can now be recorded.
Everyone's consent
The board turns recording on in the meeting's settings, and the meeting notice announces it. On the way in, each participant sees why the meeting is recorded, what is recorded, who will be able to listen and how long the recording is kept, then chooses: "Accept recording" or "Take part without being recorded".
- Only the voices of those who accept are recorded, each on a track in their name. Video is never recorded.
- Declining changes nothing else: the person attends, speaks and votes like everyone else.
- "Withdraw my consent" stops recording their voice at any time during the meeting.
- A room microphone is recorded only after the chair has read the notice to the people in the room and attested that each of them consents.
Replaying the meeting
The minutes' "Recording" tab plays the meeting back, with its written transcript and its chapters: each agenda item, the quorum check, the adjournment. A click on a chapter or a transcript line jumps playback there, and search finds a passage anywhere in the meeting. The transcript can be downloaded as text or as subtitles.
A summary of each item, for the minutes
If the syndicate chooses it in its settings, a summary of each agenda item is written after the meeting, from the transcript, by an artificial intelligence model running on CondoAide's own server, in Quebec. Only the words of the people who also accepted the summary are used.
The "AI summary" tab is reserved for the board and the property manager. The secretary reviews each summary and inserts it into the item's notes in the minutes, in one click. The summary is a draft: it does not replace the minutes, and it is destroyed as soon as the minutes are sent.
"Recordings": everything you may listen to
A new "Recordings" page, in the "Communications" menu, gathers the meetings and video calls a person is allowed to hear. The board can link a video call to a supplier, a unit, a work order or a request, and "File" keeps its transcript and summary with the work order or request it was about.
Who listens, and for how long
- Who listens: before the meeting, the board chooses between the board only, the co-owners whose voices were recorded, or all co-owners. A board meeting is heard only by the sitting directors and the property manager. Every listen is logged.
- For how long: an assembly is kept 90 days, or until the minutes are sent if that is later, and at most 180 days; a board meeting, 90 days; a video call, 30 days. The board can shorten that period once recording has started, never extend it.
- In a dispute, "Suspend destruction" keeps the recording until the board lifts the suspension, with the reason recorded.
- "Remove a person" deletes their whole track, its transcript and their words in the summary, at their request.
- Where: the recording, the transcript and the summary are made and kept in Quebec.
Recording and transcripts are included in paid plans: 20 hours a month on Démarrage, 40 on Gestion and 80 on Pro. The AI summary is included in the Pro and Gestionnaire plans.
What the law asks before you record an assembly, and how long to keep the recording: Recording a Condo Meeting in Quebec: Consent and Law 25.