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Locking and Unlocking Meeting Agenda

Locking a meeting makes the agenda and minutes read-only. This helps prevent changes after the meeting has been finalized and minutes have been published.

What locking a meeting does

When a meeting is locked, the meeting content becomes read-only in the Decisions platform:

  • Prevents editing of agenda content (agenda items, text, decisions, tasks, etc.)

  • Helps keep the meeting in a “finalized” state to avoid accidental edits

  • Members can still view the meeting content

“Lock/Unlock” is a Microsoft SharePoint permission update on the meeting content.


What unlocking a meeting does

Unlocking re-enables editing so you can make updates and finalize again:

  • Use this for exceptions (typos, late corrections, governance updates)

  • After changes, you can lock the meeting again and re-generate minutes if needed

Who can lock/unlock a meeting

Only users with the required Microsoft 365 / SharePoint permissions can lock or unlock:

  • ✅ Meeting admin

    • ✅ Microsoft 365 Group Owners / SharePoint Site Owners can lock/unlock

    • ❌ Meeting Organizer (Outlook/Teams) is not automatically allowed to lock/unlock

    • ❌ Co-authors in SharePoint typically cannot lock/unlock (by design)

Decisions runs these actions as the signed-in user and does not elevate access. This follows least-privilege principles.

Read more about Roles and User Permissions in Decisions.


When meetings lock automatically

Meetings often lock automatically after publishing minutes (especially when a Minutes PDF is generated), depending on your setup and who generated the output.

How to lock a meeting

  • Open an agenda in Decisions

  • Click the menu (3-line hamburger symbol) top right

  • Select Lock the meeting



How to unlock a meeting

  • Open the locked meeting in Decisions

  • Click the menu (3-line hamburger symbol) top right

  • Select Unlock meeting agenda


Common scenarios

  • “It locks when the Group Owner generates PDF minutes, but not when others do.”
    Expected—only Owners can apply the permission change.

  • “I’m the meeting organizer but can’t lock/unlock.”
    Expected—organizer ≠ SharePoint Owner.

  • “The Lock/Unlock option is missing.”
    Likely you’re a SharePoint member/co-author, not an Owner.

Troubleshooting checklist

  • Confirm you are an Owner of the Team/M365 Group or the SharePoint site behind the meeting

  • Confirm you are not only a member/co-author

  • Test with a known Group Owner account to validate permissions