Question 1

BoardSpot Security

Accepted Answer

BoardSpot is trusted by thousands of users from around the world, and we don't take that trust lightly. The security of our customers' data is of paramount importance to us. BoardSpot maintains the highest of security practices throughout the entire technology stack and all of our business practices.

Security Measures:

Multi-Factor Authentication

Every user has the option to enable Multi-Factor Authentication on their account, ensuring that even in the event that their password were somehow compromised, a bad actor would not be able to log into BoardSpot without also having access to that user's phone.

Password Security

Every user logs into BoardSpot with their own unique email and password combination. Passwords are salted with 64 bits of data, and encrypted with a SHA-512 encryption method. This means that passwords are a one-way process. We can only verify that the password a user enters matches the one stored in the database, and can never retrieve or recover passwords.

Encryption of data

All documents are encrypted with AES-256 on AWS S3 servers, and are exclusively transmitted across secure connections.

Storage of Credit Card Information

All credit card and related sensitive information is managed by Stripe. From Stripe's security documentation (1/1/2023):

All card numbers are encrypted at res

Question 2

The Documents Home Page

Accepted Answer

All board members should familiarize themselves with the organization's governing documents, as well as the committee documents for any committees they are member of.

|| The Documents home page is visible to all Board Members and Staff.

The Documents section of BoardSpot contains the organizations governing documents, grouped into buckets or folders.‌ Click on a document to view or download the document to your device.

| Documents stored on the Documents home page should be items that are applicable to the entire organization and/or are pertinent for more than just one meeting. Any documents that are specific to a meeting or committee should be housed in the committee's documents section.

Documents home page:

Question 3

Logging In

Accepted Answer

Logging in to BoardSpot is quick and easy.

To log in:

Navigate to www.boardspot.com.
Click ‘Log in’ in the top right corner.
Your email address is your user name.
Your password is the one created when you first followed your email invite link.

Lost or Forgotten your password?

|| Note: Since you are here, you can request a password reset link here. On the reset form enter the email associated with your BoardSpot account, and you will receive an email with a link to change your password.

To request a password reset:

Navigate to www.boardspot.com.
Click ‘Login’ in the top right corner and select ‘Forgot your password?’
On the reset form enter the email associated with your BoardSpot account and click ‘Reset password’ button.
Check the email inbox for reset link.

| An Organization Administrator can help reset a user's password in two ways:

Direct the user to visit www.boardspot.com and click ‘Login’ in the top right corner and select ‘Forgot your password?’ Direct them to enter their email address and click ‘Reset password’ button and check their email inbox.
Log out of BoardSpot for yourself, visit www.boardspot.com and click ‘Login’ in the top right corner and select ‘Forgot your password?’ Then enter that person’s email address and click ‘Reset password’ button. Inform them to wa

Question 4

The Committees Home Page

Accepted Answer

The Committees home page is a clear and simple way to view the committees in your organization.

|| Board Members, Staff, and Committee Members will see all public committees as well as the private committees that they are a member of.‌ Guests will only see the specific committees they are a member of.

Each committee is in it's own box and shows:

The next upcoming meeting
Icons for all Board Members.‌ Note: Staff and Guest icons are not shown on the Committees home page, but are displayed on the committee's page.

| The Committees home page lists visible committees in alphabetical order.

The Committees home page:

Question 5

What's New?

Accepted Answer

|| Note: This list summarizes the BoardSpot software updates, and is not comprehensive. Questions? Chat, email, or call us at (888)-808-1257.

March, 2023

Added a new way to send an email to board or committee members outside of the context of a meeting.
Minor bug fixes & improvements.

February, 2023

Minor bug fixes & improvements.

January, 2023

Added the option to designate ex-officio members as non-voting members who do not count towards quorum.
Added the option to configure custom board roles as non-voting.

November, 2022

Updated the billing page to show multiple boards, when consolidated billing is requested.

October, 2022

Increased the file upload limit to 100MB for every file field.
Added lots of improvements to the meeting packet, including:

Support for the latest PDF features.
Increased source file sizes to 100MB.
Increased total aggregate file size to 200MB.
Added placeholder pages for any document that doesn't fit the requirements.

Fixed bug in dashboard link handling.

September, 2022

Improved iCalendar feed support for older versions of Outlook.
Lots of theming updates, including updated the display of meeting summaries, and improvements on handling long meeting titles.
Added options to control who receives meeting invites, when sending emails. Note: Everyone WILL receive a meeting invite unless one of the following conditions is met:
1. The recipient has integrated their calendar.
2. The re

Question 6

Configuring Permissions

Accepted Answer

On the Standard and Enterprise Plans, access permissions are configured through a combination of user roles and committee permissions.

|| On the Essentials Plan, all members are able to access every committee, every meeting, and every document uploaded into the organization's portal.

It can be helpful to take a look at the permission system from two different perspectives. First, from the perspective of the committee, and later from the perspective of the user.

Looking at permissions from the perspective of a committee, we see the following:

When a user has access to a committee, they have access to all resources related to that committee, including meetings, committee documents, agendas, minutes, attendances, and votes. If someone does not have access to a committee, they will not be able to access any resource related to that committee. In fact, they will not even see that the committee exists.

When a committee is first created, it is considered to be an "Open Committee". All board and staff have access to open committees. If access needs to be limited to a committee, it can be designated as a "Private" Committee in the committee's Settings. Private committees are only accessible to administrators and members of that committee. As an organization admin, you can identify the private committees by the lock symbol next to the committee title.

Open Committees can be accessed by the following people:
Anyone who is an Organization Admin.
That committee'

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