Holding a Meeting and Meeting Follow Up
Using BoardSpot during and after a meeting will ensure you keep accurate and timely records. Board and Committee members can access these records during and after a meeting to follow along and reference later. This article illustrates how Admins can use BoardSpot both during and after a meeting to make record-keeping easier and faster.
Organizational Admins and Committee Admins can run a meeting in BoardSpot. Contact your organization's administrator(s) if you need assistance with these tasks.
Navigate to the Meetings home page. Select the correct meeting.
Select View in Presentation Mode at the top of the page. Note: to exit just click Close Presentation on the top right corner.
Presenting during a meeting is a useful tool when participants are in a video call or conference room with projection system.
As admin user, navigate to Meetings home page. Select the correct meeting.
Scroll down to Meeting Participants section.
Fill in checkboxes for 'Yes' or "No' attendance. The Quorum tracker on the right automatically changes from red to green when the threshold is met.
No need to click anything to save these details, and these checkboxes can be edited.
Attendance reports can show the attendance records of individual members, committees, and meetings.
The Committee Admin can populate the Minutes if the Agenda Builder tool was used.
Click + Add Minutes and select the Minutes builder (preferred) option.
Choose Yes, import agenda. Once minutes are taken, click on the Save button.
Begin typing notes in the open Notes field below each agenda item.
To create more topics in the minutes document, select + button and choose Add item.
To indent/create sub-topics, select + button and choose Add item then use the grey indent symbols to the left of the Roman numerals.
To add bulleted or numbered lists, place curser in Notes field and then click on the paragraph symbol to the left. Select preferred list type.
To edit the Note text (bold, italics, etc) highlight the correct text, at which point the edit options will appear. Choose the appropriate edit option.
To edit/add the presenter of each section, click on the drop down menu and choose name from the list of participants.
To record motions that come up during the meeting, click the + button and select Add motion. In the added box, the admin can note the motion title, select participants, and record the final decision (carried or failed). The admin can also record number of each type of vote.
Any time during the taking of the minutes a preview is available by clicking on the 'Preview' link at the top of the form. Note: To rearrange the items within your agenda, use the cursor to grab the six vertical dots on the left of the item number, then drag and drop into preferred order.
Determine if this minutes record will include a header and/or attendance information by checking the appropriate boxes at the top of the form.
Once the minutes are complete, click 'Save'.
As admin user, navigate to Meetings home page. Select the correct meeting.
Click on the ellipses and choose Edit.
Scroll to the bottom of the meeting details page and use the Choose File button to upload the approved minutes to that meeting.
Organizational Admins and Committee Admins can run a meeting in BoardSpot. Contact your organization's administrator(s) if you need assistance with these tasks.
During the Meeting
Presenting during a meeting:
Navigate to the Meetings home page. Select the correct meeting.
Select View in Presentation Mode at the top of the page. Note: to exit just click Close Presentation on the top right corner.
Using Presentation Mode:
Presenting during a meeting is a useful tool when participants are in a video call or conference room with projection system.
Taking attendance during a meeting and reaching quorum threshold:
As admin user, navigate to Meetings home page. Select the correct meeting.
Scroll down to Meeting Participants section.
Fill in checkboxes for 'Yes' or "No' attendance. The Quorum tracker on the right automatically changes from red to green when the threshold is met.
No need to click anything to save these details, and these checkboxes can be edited.
Taking attendance:
Attendance reports can show the attendance records of individual members, committees, and meetings.
Using BoardSpot's Minutes Builder tool to populate meeting minutes:
The Committee Admin can populate the Minutes if the Agenda Builder tool was used.
Click + Add Minutes and select the Minutes builder (preferred) option.
Choose Yes, import agenda. Once minutes are taken, click on the Save button.
Using Minutes Builder to populate meeting minutes:
Using BoardSpot's Minutes Builder tool to take notes during the meeting:
Begin typing notes in the open Notes field below each agenda item.
To create more topics in the minutes document, select + button and choose Add item.
To indent/create sub-topics, select + button and choose Add item then use the grey indent symbols to the left of the Roman numerals.
To add bulleted or numbered lists, place curser in Notes field and then click on the paragraph symbol to the left. Select preferred list type.
To edit the Note text (bold, italics, etc) highlight the correct text, at which point the edit options will appear. Choose the appropriate edit option.
To edit/add the presenter of each section, click on the drop down menu and choose name from the list of participants.
To record motions that come up during the meeting, click the + button and select Add motion. In the added box, the admin can note the motion title, select participants, and record the final decision (carried or failed). The admin can also record number of each type of vote.
Any time during the taking of the minutes a preview is available by clicking on the 'Preview' link at the top of the form. Note: To rearrange the items within your agenda, use the cursor to grab the six vertical dots on the left of the item number, then drag and drop into preferred order.
Determine if this minutes record will include a header and/or attendance information by checking the appropriate boxes at the top of the form.
Once the minutes are complete, click 'Save'.
After the Meeting
Uploading approved minutes to a past meeting:
As admin user, navigate to Meetings home page. Select the correct meeting.
Click on the ellipses and choose Edit.
Scroll to the bottom of the meeting details page and use the Choose File button to upload the approved minutes to that meeting.
Downloading a meeting's minutes:
Updated on: 28/07/2023
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