Meeting Minutes Tool – structured and audit-proof

Many project teams document meetings, tasks and decisions across emails, individual documents and personal notes. Over time, the overview is lost – and with it, traceability.

iPROT is the meeting minutes tool for a centralized, structured system – web-based, audit-proof, and built for complex projects. See for yourself: try iPROT for free with our demo account – or read the user manual to see how the software works in detail.

Intuitive meeting minutes software

Intuitive interface – anywhere, on any device

Web-based application, compatible with all modern web browsers

Platform-independent: Windows, macOS, Linux, iOS

Compatible with smartphones and tablets (Android, iOS)*

Clear, efficient operation – no training required

Clear minutes layout for professional results

PDF preview available at any time – for the entire minutes or individual agenda items

Fast performance with no noticeable delays

* When working on small devices, parts of the interface may be hidden

Meeting minutes software for structured project documentation

Intuitive meeting minutes software

Flexible minutes structure

Flexible minutes structure – adapted to your project

Any number of meeting types per project (e.g. site meetings, planning meetings, file notes) – individually configurable

Easy assignment of attendees and distribution lists

Structure with up to two chapter levels, topics, entries and supplements

Distinction between one-time and recurring topics (“continuous items”)

Open items are automatically carried over to all subsequent minutes – until resolved

Topics and tasks can be marked as completed with a single click*

Various entry types (task, decision, documentation, appointment) – individually extendable

Keywords (tags) for improved searchability and targeted evaluations

Attachments directly on the entry (photos, documents etc.) – with Dropbox integration

Entries can be supplemented or corrected after the fact

* Completed items can be shown and hidden in the minutes

Professional minutes layout

Professional minutes layout and fast distribution

Title page with individual client or project logo

Custom footer

Various formatting options (bold, italic, bullet lists, simple tables)

Overdue tasks are highlighted in the minutes – including the duration of overdue

Clear attendance and distribution list

List of all attachments at the beginning or end of the minutes

Batch download of all attachments as ZIP

Accompanying text (disclaimer) at the beginning or end of the minutes

Custom accompanying text for the distribution email

One-click distribution via the iPROT server to all recipients

Alternative: PDF upload to the project platform of your choice

Powerful search function

Powerful search function – full overview of the entire project

Full-text search across all topics and entries ever recorded in iPROT

Search by person, keyword or entry type

Filter by project, chapter or minutes type

Filter search results by date range

Cross-project search – e.g. all open items assigned to a specific person

Generate a summary PDF document of the entire project documentation or as a backup

Integrated user management

Integrated user management – clear roles and access rights

Distinction between minutes authors (with login) and recipients only (without login)

Tiered permission system: read and write rights per project, administrator role

Project-specific roles (e.g. architect in project A, site supervisor in project B)

Project-specific email addresses

Search function within user management

Optional project email-addresses

Secure operation

Secure operation – reliable and GDPR-compliant

Hosted by German provider Hetzner

Uptime of over 99.99% in recent years

GDPR-compliant

Exclusively encrypted access (HTTPS)

Redundant backup system

In use since 2011

Long-standing clients from construction and engineering (incl. Red Bull, Porr, Strabag)

Fast, personal email support