Implementing Your New Portal
Implementing your new portal can be done easily in three phases. This article lays out each phase step-by-step, and links you to detailed instructions on each step.
Add Dashboard details specific for your organization.
Create Governing Documents groups, and upload your organization's documents.
Add your Board, Staff, Committee Member, and Guest profiles assigning them the correct role. Note: it may be helpful to create a fake profile for yourself with non-admin privileges so you can see what your members will experience, and place that fake profile in the trash before inviting all other members.
Create Committees, adding Quorum thresholds and Committee Admins.
Assign 2-3 additional Organization Admins.
Populate Committees, assign Committee Admins, and schedule training for your Committee Admins. Note: Here is a list of help desk articles they can use for learning, or free video call trainings with BoardSpot can be scheduled here).
Create 1-2 Upcoming Meetings for each committee. Make sure all participants are added to a committee before creating meetings or they will not appear in the attendance.
Add 2-3 Past Meetings and upload their Minutes, for the Board and each committee, so that members can find and reference them easily. Note: add all People BEFORE you create Past Meetings, as people added after a meeting date/time has passed do not retroactively get included in those meetings, in order to keep your records clean.
Use the Agenda Builder to create agendas for each committee's next meeting (and use this opportunity to create customized Agenda Templates for each committee, that will make agenda building faster in future).
Use Votes feature to create electronic votes for any upcoming meetings, as needed.
Add Dashboard details specific for your organization.
Create Governing Documents groups, and upload your organization's documents.
Create and populate your Committees with the right people.
Add Board Member and Staff profiles assigning them the correct role.
Assign 1-2 additional Organization Admins.
Create 1-2 Upcoming Meetings for each committee.
Add 2-3 Past Meetings and upload their Minutes, for the Board and each committee, so that members can find and reference them easily. Note: add all People before you create Past Meetings, as people added after a meeting date/time has passed do not retroactively get included in those meetings, in order to keep your records clean.
Use the Agenda Builder to create agendas for each committee's next meeting.
Introduce BoardSpot to your Members and send Login Invitations.
Send Meeting invitation email for each committee's next upcoming meeting, so you can begin collecting RSVPs.
Check that each Member has successfully logged in to the portal.
As each next upcoming meeting date gets closer, check for RSVPs on that meeting's page.
Take meeting Attendance.
Use Minutes Builder to auto-populate topics from your agenda into the minutes.
Record meeting minute notes then Save them.
Use Votes to hold and document Board or committee votes.
Upload Minutes to the meeting, once approved, under the "Upload existing file" link.
Note: If your portal members lose their login credentials you can direct them to reset their password.
Phase 1: Prepare the Portal
Preparation for Standard, Professional, and Enterprise Plans:
Add Dashboard details specific for your organization.
Create Governing Documents groups, and upload your organization's documents.
Add your Board, Staff, Committee Member, and Guest profiles assigning them the correct role. Note: it may be helpful to create a fake profile for yourself with non-admin privileges so you can see what your members will experience, and place that fake profile in the trash before inviting all other members.
Create Committees, adding Quorum thresholds and Committee Admins.
Assign 2-3 additional Organization Admins.
Populate Committees, assign Committee Admins, and schedule training for your Committee Admins. Note: Here is a list of help desk articles they can use for learning, or free video call trainings with BoardSpot can be scheduled here).
Create 1-2 Upcoming Meetings for each committee. Make sure all participants are added to a committee before creating meetings or they will not appear in the attendance.
Add 2-3 Past Meetings and upload their Minutes, for the Board and each committee, so that members can find and reference them easily. Note: add all People BEFORE you create Past Meetings, as people added after a meeting date/time has passed do not retroactively get included in those meetings, in order to keep your records clean.
Use the Agenda Builder to create agendas for each committee's next meeting (and use this opportunity to create customized Agenda Templates for each committee, that will make agenda building faster in future).
Use Votes feature to create electronic votes for any upcoming meetings, as needed.
Preparation for Essentials Plan:
Add Dashboard details specific for your organization.
Create Governing Documents groups, and upload your organization's documents.
Create and populate your Committees with the right people.
Add Board Member and Staff profiles assigning them the correct role.
Assign 1-2 additional Organization Admins.
Create 1-2 Upcoming Meetings for each committee.
Add 2-3 Past Meetings and upload their Minutes, for the Board and each committee, so that members can find and reference them easily. Note: add all People before you create Past Meetings, as people added after a meeting date/time has passed do not retroactively get included in those meetings, in order to keep your records clean.
Use the Agenda Builder to create agendas for each committee's next meeting.
Phase 2: Invite your Members
For ALL BoardSpot Plans:
Introduce BoardSpot to your Members and send Login Invitations.
Send Meeting invitation email for each committee's next upcoming meeting, so you can begin collecting RSVPs.
Check that each Member has successfully logged in to the portal.
As each next upcoming meeting date gets closer, check for RSVPs on that meeting's page.
Phase 3: Engage your Members
Hold your first meeting with your portal for Standard, Professional, or Enterprise Plans:
Take meeting Attendance.
Use Minutes Builder to auto-populate topics from your agenda into the minutes.
Record meeting minute notes then Save them.
Use Votes to hold and document Board or committee votes.
Follow up on your first meeting with your portal for Essentials Plan:
Upload Minutes to the meeting, once approved, under the "Upload existing file" link.
Note: If your portal members lose their login credentials you can direct them to reset their password.
Updated on: 03/07/2024
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