A Meeting's Status
In BoardSpot you can create a single occurrence future meeting, a series of recurring future meetings, or a single occurrence past meeting. Both Upcoming and Past meetings go through two stages of creation - from Draft to Published. All Draft meetings are only visible to admins, and not visible to meeting participants. The status of the meeting is clearly shown on the meeting's page. This article will explain the meeting status visibility, access, and notifications.
Organization Admins and Committee Admins can create and schedule/publish meetings. Contact your organization's administrator(s) for assistance with these tasks.
A future meeting has two stages - Draft and Published. A meeting's details can be changed after it is Published. A meeting can be canceled after it is Published.
A past meeting has two stages- Draft and Published. Publishing a past meeting allows participants to view that past meeting, so they can access the Minutes.
The purpose of the Draft status is to get the meeting into BoardSpot. Drafting future meetings can occur many months ahead of the meeting date. There is no limit on how far into the future a meeting can be drafted.
Draft meetings are only visible to Org Admins and Committee Admins. Portal members without admin privileges can not see Draft meetings.
No email/calendar invitations can be/have been created or sent out, for draft meetings.
The purpose of the Published status is to make the meeting/series of meetings visible in the portal & send the email/calendar notifications for these meetings in order to get them onto participant's calendars (and to begin gathering RSVPs if on the Standard, Professional, or Enterprise Plans). Ideally a meeting/series of meetings should be published several months ahead of the meeting date, to avoid scheduling conflicts.
This meeting/the series of meetings is now visible in the portal to all of the meeting's participants.
A notification email/calendar notification SHOULD be sent to all participants. Note: all email notifications sent out from the portal will show up in the Email Report, under Reports on the sidebar menu.
Participants can now RSVP for this meeting from inside the portal. And they can RSVP via email or via calendar if the "Invite Participants" email notification was sent through the portal.
No agenda or meeting materials have yet been added to this meeting.
The purpose of the Published status for Past meetings is to allow participants to access the Minutes for those past meetings. There is no limit on the number of past meetings that can be created and published.
This past meeting is now visible in the portal to all of this meeting's participants.
No notification email can be/has been sent to that Board/Committee's participants.
No minutes have yet been added to this meeting, automatically. The admin must add the minutes.
Once a meeting is Published, the date, time, or location can be changed. The important part of cascading changes to the participants is whether the "Invite Participants" action was taken. When a published meeting is updated, the changes are saved and participants can see the changes in the portal. If the participants of this meeting have been sent the calendar invitation (see checkmark next to Invite Participants on the status box), then any changes made to the meeting are automatically updated on each participant's calendar.
This meeting is still visible in the portal to all of this meeting's participants, and shows the new details.
If the "Invite Participants" email notification was used, then each participant's calendar appointment will be automatically updated.
If the "Invite Participants" email notification was NOT used, then the admin will need to "Email Participants" (under Actions) to ask participants to manually update their own calendars.
The purpose of Canceled meetings is to clearly inform participants about meetings that were scheduled, but now will not occur. Note: Canceling a meeting cannot be undone.
If the "Invite Participants" email notification was used, then the calendar appointment will be automatically removed from each participant's calendar.
If the "Invite Participants" email notification was NOT used, then the admin will need to "Email Participants" (under Actions) to ask participants to manually remove that appointment from their own calendars.
This meeting is labeled with "Canceled" in the meetings list. Org Admins can still access a canceled meeting's page, if needed, by clicking on it in the meetings list.
It is possible to remove draft meetings, but it is not required.
Selecting "Remove" under the ellipses next to the meeting title will place the meeting in the "Trash".
A removed meeting can be restored from the Trash, under Settings in the sidebar menu.
Note: It is best practice to leave canceled meetings in the upcoming and past lists, in order to remind members of the cancellation.
A meeting is listed as "Upcoming" until the date and time have passed. For example, a meeting from 10:00am to 11:00am on January 2nd will be a "Past Meeting" as of 11:01am on that day.
When the meeting end time is reached, the meeting will be found in the "Past Meetings" tab even if the meeting was canceled.
Questions? Chat with us
Organization Admins and Committee Admins can create and schedule/publish meetings. Contact your organization's administrator(s) for assistance with these tasks.
Meeting Status
A future meeting has two stages - Draft and Published. A meeting's details can be changed after it is Published. A meeting can be canceled after it is Published.
A past meeting has two stages- Draft and Published. Publishing a past meeting allows participants to view that past meeting, so they can access the Minutes.
Meeting status: Draft
The purpose of the Draft status is to get the meeting into BoardSpot. Drafting future meetings can occur many months ahead of the meeting date. There is no limit on how far into the future a meeting can be drafted.
Visibility and notifications of Draft meetings:
Draft meetings are only visible to Org Admins and Committee Admins. Portal members without admin privileges can not see Draft meetings.
No email/calendar invitations can be/have been created or sent out, for draft meetings.
Draft status shown on the Meetings list page:
Draft meetings tab on the Meetings list page:
Draft status shown on a specific Meeting's page:
Upcoming meeting status: Published
The purpose of the Published status is to make the meeting/series of meetings visible in the portal & send the email/calendar notifications for these meetings in order to get them onto participant's calendars (and to begin gathering RSVPs if on the Standard, Professional, or Enterprise Plans). Ideally a meeting/series of meetings should be published several months ahead of the meeting date, to avoid scheduling conflicts.
Visibility and notifications of Published meetings:
This meeting/the series of meetings is now visible in the portal to all of the meeting's participants.
A notification email/calendar notification SHOULD be sent to all participants. Note: all email notifications sent out from the portal will show up in the Email Report, under Reports on the sidebar menu.
Participants can now RSVP for this meeting from inside the portal. And they can RSVP via email or via calendar if the "Invite Participants" email notification was sent through the portal.
No agenda or meeting materials have yet been added to this meeting.
Published status shown on a specific Meeting's page:
Past meeting status: Published
The purpose of the Published status for Past meetings is to allow participants to access the Minutes for those past meetings. There is no limit on the number of past meetings that can be created and published.
Visibility and notifications of past Published meetings:
This past meeting is now visible in the portal to all of this meeting's participants.
No notification email can be/has been sent to that Board/Committee's participants.
No minutes have yet been added to this meeting, automatically. The admin must add the minutes.
Published status shown on a specific Meeting's page:
What happens when a future published meeting's details are changed?
Once a meeting is Published, the date, time, or location can be changed. The important part of cascading changes to the participants is whether the "Invite Participants" action was taken. When a published meeting is updated, the changes are saved and participants can see the changes in the portal. If the participants of this meeting have been sent the calendar invitation (see checkmark next to Invite Participants on the status box), then any changes made to the meeting are automatically updated on each participant's calendar.
Visibility and notifications of Published meeting changes:
This meeting is still visible in the portal to all of this meeting's participants, and shows the new details.
If the "Invite Participants" email notification was used, then each participant's calendar appointment will be automatically updated.
If the "Invite Participants" email notification was NOT used, then the admin will need to "Email Participants" (under Actions) to ask participants to manually update their own calendars.
Email sent when a published meeting is updated:
What happens when a published meeting is canceled?
The purpose of Canceled meetings is to clearly inform participants about meetings that were scheduled, but now will not occur. Note: Canceling a meeting cannot be undone.
Visibility and notifications of Canceled meetings:
If the "Invite Participants" email notification was used, then the calendar appointment will be automatically removed from each participant's calendar.
If the "Invite Participants" email notification was NOT used, then the admin will need to "Email Participants" (under Actions) to ask participants to manually remove that appointment from their own calendars.
This meeting is labeled with "Canceled" in the meetings list. Org Admins can still access a canceled meeting's page, if needed, by clicking on it in the meetings list.
Email sent when a published meeting is canceled:
Canceled label clearly displayed in meetings list:
Can a draft meeting be removed?
It is possible to remove draft meetings, but it is not required.
Selecting "Remove" under the ellipses next to the meeting title will place the meeting in the "Trash".
A removed meeting can be restored from the Trash, under Settings in the sidebar menu.
Note: It is best practice to leave canceled meetings in the upcoming and past lists, in order to remind members of the cancellation.
When does an Upcoming Meeting become a Past Meeting?
A meeting is listed as "Upcoming" until the date and time have passed. For example, a meeting from 10:00am to 11:00am on January 2nd will be a "Past Meeting" as of 11:01am on that day.
When the meeting end time is reached, the meeting will be found in the "Past Meetings" tab even if the meeting was canceled.
Questions? Chat with us
Updated on: 16/01/2024
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