The whole public session. In one platform.

Plenários.pt is a Portuguese software-as-a-service (SaaS) platform that handles the full life cycle of an institutional session: convening the meeting and building the order of business, attaching documents to each item, registering attendance and establishing the quorum, granting the floor with a timer running, putting an item to the vote in the three modes the rules of procedure provide for (electronic, manual and secret), drafting the minutes with artificial intelligence, supporting the live broadcast and publishing everything on a public transparency portal. It is designed for municipal councils, municipal and parish assemblies, parish boards, advisory councils, associations and congresses. Minute drafting is the most visible part, but the platform covers the session from scheduling to archiving.

Agenda and order of business, with items, sub-items and the documents attached to each one. Document management with OCR, so a scanned file is searchable by its content and not just by its file name. Attendance and quorum, calculated against the effective legal membership of the body. Speaking timers, with the times set by the rules of procedure. Electronic, manual and secret voting, with roll-call or aggregate results. Requests to speak, submitted from the member's own phone and accepted or refused by the board. Motions and written requests, with their own workflow. Minutes with artificial intelligence. Live broadcast support, with on-screen graphics driven by what is happening in the room. A public transparency portal, with its own domain. Citizen service desks, with response deadlines. A configurable set of rules of procedure that governs how the body actually works. And a consumption panel where the entity sees, session by session, exactly what it used. Everything shares the same data, which is why nothing needs to be typed in twice.

Yes. There is no longer any need to rely on emails with attachments, loose attendance sheets, scattered document folders, separate voting systems or isolated transcription tools. Nor is it a document archive: an archive only stores files, while Plenários.pt links each document to the order of business, attendance, contributions, votes, resolutions, the AI-generated minutes and publication on the portal. There is a single source of truth for preparing, conducting, voting, drafting, publishing and archiving.

Yes. The structure was designed specifically for Portuguese public entities with formal sessions, documentation, roll-call votes, registered participants, mandatory public transparency and the need for a consultable long-term history. It includes dedicated templates for each type of body.

Documents and attachments are associated with the session, the item on the order of business and the correct context. This makes internal consultation, meeting preparation, traceability between document and resolution, and the controlled publication of only the authorised files easier.

Yes. It supports the three voting models, with results recording, automatic linking of decisions to the items on the order of business and an organised history for later consultation. The results are immediately available for insertion into the minutes.

Yes. The public portal presents sessions, documents, resolutions, votes, approved minutes and history in a structured and searchable way. Citizens find information without navigating through scattered files or loose pages, meeting the legal obligations of active transparency.

Yes. The platform strictly separates the restricted area and the public area. The services prepare all the information internally and publish only content that has been validated, approved and authorised by the board of the entity. Nothing goes to the public portal without explicit human action.

Yes. The information organised on the platform (order of business, speakers, item under discussion, voting moments) can support automatic on-screen graphics, live speaker identification and institutional communication during the broadcast. The result is a clearer and more professional transmission.

Yes. The platform works as a standalone solution for preparation, conduct, voting, minute drafting, documentation, archiving and public publication, even when there is no live broadcast.

Plenários.pt works entirely in the web browser, on any modern computer (Windows, macOS, Linux) and on mobile devices for consultation. It requires no local installation or proprietary hardware. Access is made with individual credentials by role.

A transcription gives back what was said, in order, word for word. Minutes are something else: an official document organised by the order of business, written in the register the body's rules of procedure require, with the resolutions and the counted votes sitting beside the item they belong to. Plenários.pt handles the drafting in four chained stages. First it audits the available sources - transcription, documents attached to each item, attendance, votes, paper notes digitised by OCR - and plans the structure of the document. Then it extracts the facts, without interpreting them. Only then does it write the minutes. And a final stage reviews the text against the entity's rules of procedure and against the data recorded during the session, to catch discrepancies before the draft reaches whoever has to sign it. Each body also chooses the drafting register it uses: reported speech, hybrid, or verbatim in full.

The session audio is captured and transcribed automatically, with the speech separated by speaker. In parallel, notes handwritten on paper during the session are digitised by OCR (optical character recognition) and assigned to the correct item on the order of business. Documents, attendance and votes already recorded on the platform enter without being copied by hand. The drafting then runs in four stages: an audit of the sources and a plan for the document, extraction of the facts, the official drafting itself, and a review against the entity's rules of procedure. The result is a draft organised by item and written in the register defined for that body. The human lead then reviews it. The minutes are signed by the officer responsible for them and by the chair of the body, and sent for review by councillors, deputies or members of the competent body. Total time from the session to dispatch for review: under 24 hours. Formal approval takes place at the following session.

The artificial intelligence produces an initial draft. The final version is always reviewed, validated and approved by the human leads of the entity according to the usual legal circuit of discussion and approval. The platform eliminates the mechanical work of transcription and structuring, but keeps full human control over the final version. The legal value is the same as that of any formally approved minutes.

Minutes that traditionally take weeks, in extreme cases months, are ready to send to members in under 24 hours. The draft generated by the AI is available shortly after the session ends, with no manual step in between. The human review, usually focused on fine adjustments, is completed in a few hours. The minutes are then signed by the responsible officer and by the chair of the body, and forwarded for review. Formal approval takes place at the following session, as the rules of procedure require. The gain is not only on the clock. What disappears is the manual transcription, the copying of voting results and the checking of attendance, all of which now come from data already recorded during the session.

Interventions are assigned by cross-checking three sources: the attendance recorded for the session, the separation of speakers in the captured audio, and the list of members configured for the body. What matters most, though, is what happens when the cross-check is not conclusive. The platform does not invent a name. The minutes state, in that very paragraph, that the speaker's name does not appear in the available transcription and that confirming it depends on the original recording. Whoever reviews the text sees exactly where the doubt lies, instead of having to trust a plausible-looking attribution.

Yes. Plenários.pt includes OCR (optical character recognition) to digitise notes handwritten on paper or in notebooks during the session. The notes are converted into editable text and assigned to the correct item on the order of business, becoming integrated into the draft minutes generated by the AI. It solves a classic problem of Portuguese formal sessions, where handwritten paper notes are common and until now required slow manual transcription.

Yes. Each generation is kept as a numbered version of the minutes for that session, with the history in plain sight, so it is always possible to go back and compare. The draft for immediate circulation is a separate document, with the essentials of the resolutions, produced from the same content. And when the body approves the minutes, the approved text becomes a public document of the session: that is how the portal shows it to the citizen, with no second, softened version written for outside consumption. The contract states how many generations are included per session, and the panel shows the count as it goes, so a further generation is never a surprise on the invoice.

Yes. Earlier minutes can be loaded into the document management, where OCR makes them searchable by content alongside the new ones, forming a single digital archive. The drafting style of the entity is not obtained by training on those files. It is stated explicitly, on a screen of its own for each body, where the services set out the house terminology, the forms of address and the drafting register to use. It is a written, revocable decision, not a learned behaviour, which means it can be read, discussed and changed by whoever is responsible for the minutes.

The server, the database, the files and the backups are hosted within the territory of the European Union, with retention rules aligned with the GDPR. Some specialised services, such as the language models that draft the proposed minutes, process data outside the European Economic Area, only to produce the requested result and with the safeguards the GDPR requires for such transfers. Each one is listed, with its role and location, on the data protection page. The entity retains full ownership of the recordings, transcriptions and minutes generated, and can export everything in a single file, without paying to leave. The artificial intelligence models are not trained on client content: the material of a session is used to produce that session's minutes and nothing else.

Access is granted by role and by body: each person sees what their profile allows and only the bodies they belong to. Entry requires two-step verification. Relevant actions are written to an audit log with author, time and context, which can be exported. Public and restricted areas are separated at the level of the query, not of the interface, so a restricted document does not reach the portal by mistake. Destructive operations, such as erasing an entity, require a backup plus a second factor before they run. And in a secret ballot, an individual vote is never stored in a way that allows it to be reconstructed. It is aligned with the General Data Protection Regulation (GDPR) and with the risk-mitigation practices of the NIS2 Directive.

The transparency obligations of Regulation (EU) 2024/1689 have applied since 2 August 2026. The platform principle predates that date and is simple: artificial intelligence proposes the text, it never approves it. The minutes only become a document of the body once an identified person approves them, and that approval is recorded with name and time. Before that the text can be freely edited, and every generation and every revision is kept as a numbered version, which makes it possible to tell what came from the machine and what people wrote. Each run leaves its own record of the stage, the engine, the time and the cost. Entity content is not used to train models. The final legal qualification of the system belongs to the entity and its data protection officer; the platform supplies the record that supports that analysis.

The organisation by session, item, document, attendance, vote and result creates a structured, auditable history. Relevant actions are written to an audit log with author, time and context, which comes out in CSV. And every printed minute carries a validation manifest: a unique identifier, a SHA-256 digest of the content, and a public address where anyone can confirm that the text in their hands is the one that was generated and was not altered afterwards. It is the difference between saying the archive is trustworthy and letting a third party verify it without asking anyone for permission.

A typical roll-out includes the initial configuration of the entity, importing bodies and members, defining permissions by role, support in structuring the first sessions, operational training of the leads and technical support during the first weeks of real use.

Yes. Implementation can begin with session and document management, evolve to electronic voting and the public portal, and finally integrate automatic transcription, AI minutes and broadcast support. The pace is set by the entity.

The price is adapted to the type and size of the entity, the volume of sessions and the modules contracted, and is generally based on an annual subscription. It is presented after the demo, in a proposal for the specific context of the interested entity.

The complete flow applied to your type of body, the concrete benefits and the impact measured in time saved. The price proposal for your context follows after the demo. Internal technical details of configuration and operation are not shown, because they are the intellectual property of the product. Sensitive aspects are discussed directly with decision-makers.