The most common administrative task is setting up a new meeting or updating an existing meeting, setting up a meeting in BoardWorks is a quick and easy process using a 3-step wizard to complete the process.
As with setting up a meeting, the updating process is quick and easy, for more information on updating a meeting see Updating Existing Meetings.
Please note: Meetings will only be available to those attending once that meeting is published.
To create a new meeting click on the Quick Add button and choose Meeting.
Please note: The Quick Add button is available from all screens.
The new meeting screen will appear. This will provide a wizard that will walk the administrator through the 3-steps necessary to create and publish the meeting.
Please note: Publishing a meeting allows directors and other users to view the meeting details.
Please note: All Administrators may view and or edit a meeting at any time.
Adding - Meeting Information
The top of the screen provides easy access to each section of the wizard necessary to complete setting up a meeting. As each part of the wizard is completed a checkmark will appear in place of the number in that step in the process.
If necessary, the Save button can be used to save the details of the meeting before publishing or Cancel can also be selected if changes do not need to be saved.
Please note: The button next to Save and Cancel will change to reflect what should be next and allows for progression to the next step in the wizard.
In the example below, the meeting information is completed, and the button presented is Add Attendees.
Please note: As steps progressed a notice that the "Meeting or Event Updated Successfully" informing the meeting details has been saved.
In the first step of the wizard, basic meeting information must be provided.
1. Choose the committee that must attend the meeting from the drop-down list.
2. Type in the title of the meeting – this will be the name of the meeting the attendees will see in the app.
3. Enter the date and time of the meeting (or check on the All-Day Event option if needed).
a. Change the time zone if necessary. The format for the date will match the current time zone.
4. Select if the meeting is either online or in person.
Please note: Both online and in-person can be selected.
5. Enter the that becomes mandatory based on what was chosen.
Please note: Depending on the options chosen concerning attendance, BoardWorks will then prompt with the relevant options to provide a meeting Location, Map Url, and/or Online Meeting Url.
6. Enter any notes to the attendees.
7. Click on Add Attendees which will automatically save the information and move to the next step of the wizard or Save to resume later.
Adding - Attendees
The next step in the wizard is attendees. Attendees, by default, are based on the directors who are members of the committee selected on the previous step of the wizard. If an administrator wishes to override the default settings, they may click on the Security & Permissions or Attendees row.
Under Securities & Permissions, an Administrator may choose to change the way attendance is managed using Group Access.
Group access allows for BoardWorks to manage the meeting’s attendees based on current & live committee membership. By default, as the committee membership changes (users are added or removed), access/permissions for the affected users will update automatically.
Disabling group access allows administrators to manually control access to content by adding and removing individual users from the selected committee.
Please note: Once Group Access is disabled, users will need to have access manually removed or granted as this will no longer be based on the committee user group.
Please note: Administrators are automatically added to each meeting so that they may help manage the meetings. Once open, they can turn off the group access by unchecking the box.
If group access is to be used to appropriate attendee access the wizard can proceed to step 3 by clicking Add Documents
Add or Removing Additional Attendees
If additional attendees are necessary or the Administrator has decided to manage attendees themselves without using group access, they can click on the Attendee row, Other Users.
Once expanded the Checkbox can be selected to add or remove individual attendees. Once all attendees have been specified click on Add Documents to save and continue to the final step of the wizard.
Adding – The Agenda & Meeting Documents
The third and final step in the meeting setup wizard is to add documents necessary for the meeting or event attendees.
This step has two parts.
Uploading the Agenda
Uploading the supporting documentation that forms the Boardbook.
Please note: These documents will not be available to the attendees until the meeting is published.
Documents can be retrieved from two different sources
1. From collaboration workspace, which is located in BoardWorks, therefore, has the same security and protection BoardWorks provides.
To create a collaboration Workspace, click on Create Collaboration Workspace. For more information on Collaboration Workspace see the tutorial on Collaboration Workspaces.
2. From an outside BoardWorks location, i.e local computer or network.
BoardWorks will allow the Administrator to upload PDFs, Excel, Word, and PowerPoint documents.
Please note: Non-PDF documents uploaded will automatically be converted to PDF.
Please note: Converting a non-PDF document before uploading to BoardWorks is suggested for those who want to see how the converted document will look before uploading it to BoardWorks.
The meeting document screen provides, easy access to all options as highlighted below.
Please note: It is recommended an agenda is uploaded first and then the documents that support the agenda, but this can be approached in any order
Please note: A meeting cannot be published without an agenda.
Adding an Agenda
Agendas may be included in 1 of 2 ways:
By creating an agenda via BoardWorks
By selecting a ready-made PDF agenda uploaded from the local computer, or network, or retrieved from the Collaboration Workspace.
Please note: BoardWorks requires an Agenda to be added before publishing the meeting.
Creating an agenda using the Boardworks Agenda Builder
You can now create your meeting agendas within BoardWorks. To create an agenda via Boardworks select the Create Agenda button.
On the next screen, documents can then be uploaded using the Select Files option or dragged and dropped into the relevant space.
Each uploaded agenda item will then appear on the lower part of the screen and may have its run time added.
Presenters for each topic may be specified based on the attendees of the meeting.
A variety of functions are available beneath the settings icon to the right of each agenda item.
Permissions | Allows Administrators to set permissions on who should have access to the specific agenda item/document being configured. |
Rename File | Allows for editing of the file's name. Please note: this will not change the name of the agenda item. For the renaming of the agenda item see below. |
Replace with file from Computer | Allows for the replacement of a file with another from the user's computer. |
Replace with file from Collaboration Workspace | Allows for the replacement of a file with another from a collaboration workspace. |
Delete File | Deletes the file attached to the agenda item Please note: the original file will remain if available in a collaboration workspace. |
Delete Item | Deletes the Agenda item and the file attached to it. Please note: the original file will remain if available in a collaboration workspace. |
Make Header | Turns an agenda item into a header within the agenda. Headers do not have runtimes or files associated with them and are for formatting purposes only. |
Make Break | Turns an agenda item into a break, breaks have a run time but no associated files. |
Make Sub-Item | Nests an agenda item beneath another, allowing for multiple parts. Please note: Formatting on how sub-items are displayed can be configured see below. Please note: Multiple levels of sub-items are possible. |
Insert Items Above | Adds a new agenda item above. Please note: Whether a standard agenda item or a sub-item is created will depend on what type of item the action is taken on. |
Add Sub Item | Creates a sub-item beneath a standard agenda item. |
To edit the name of an agenda item – simply click on the Agenda Item.
To edit the formatting of agenda items and their sub-items – select the settings icon in the top left of the screen.
To re-order Agenda items please select the Re-Order button at the bottom of the screen.
Items may then be dragged and dropped at their required locations.
To preview an agenda simply select the Preview Agenda button.
A separate screen will then open displaying all the details of the meeting and the upcoming agenda.
Selecting a ready-made PDF agenda
To use a ready-made agenda (i.e. one prepared outside of Boardworks) click on the agenda row, then choose either Add File From Computer or Collaboration Workspace.
Click on Search For File to locate the correct file.
Adding Meeting Documents
When adding additional documentation for the Boardbook. BoardWorks will allow Word, PDF, PowerPoint, or Excel documents to be added. Please note: BoardWorks will convert any non-PDF documents to a PDF format as this is required for the meeting board book.
By default, BoardWorks will use the file name as the title of the document and sort them in alphabetical/numeric order.
Please note: To save time and fully utilize auto sorting, BoardWorks recommends that the document name contain the agenda number in the title of the document.
Sequence | Suggested File Name |
First Item: Security Audit Review | 1. Security Audit Review |
Second Item: Financial Audit Review | 2. Financial Audit Review |
Third Item: Acquisition Proposal | 3. Acquisition Proposal |
First Child Item: Venture Capital Discussion | 3.1. Venture Capital Discussion |
Second Child Item: Shareholder Disclosure | 3.2. Shareholder Disclosure |
To add a document, click on the Documents row and choose the preferred method for adding files.
Once uploaded as discussed above, the documents are in alphanumeric order. If necessary, the documents may be sorted or filtered simply by clicking on the column title; Agenda, or Size.
Editing Document Properties
Attendee access, change of name, and replacement of a document can all be completed from the Meeting Document Screen.
To begin click Edit on the row of the document to be edited.
Document Attendee Access
It is possible to limit the attendees' access to the documents on the Boardbook. An administrator will simply choose Attendee Access on the document they wish to limit different attendees from accessing. This will open the attendee list, where they will choose which attendees will have limited access to the document. Click on Attendee Access then untick Enable Group Access. This will allow the Administrator to change who may access the document specifically.
Then scroll down to the correct committee or Other User and click on the Down Arrow to view the list of members.
Then either click on or click off on the tick box to add or remove access to a specific document for that specific person.
Document Name Change
Choose Change Name from the dropdown list.
The Edit Document Properties Screen appears and in the title field type in the new name. Then click on Save.
Replacing a Document
Documents may need to be replaced for multiple reasons i.e., the file was incomplete, the file included wrong information, and the file includes too much information. To replace a document, click on Edit and choose Replace with file from and choose the location, the local computer, or collaboration workspace.
If the choice is Replace with file from Computer, browse to the file and click open.
If the choice is Replace with a file from Collaboration Workspace, the Collaboration Workspace opens.
Click on the arrow at the end of the row.
Either choice BoardWorks will confirm that the document is updated as needed.
Then click on Select to choose the file from the list displayed.
Once a meeting is ready to be published and made available to the attendees, click on Publish Meeting or change the meeting status from the Change Status as highlighted below.
