For Portal Members
Linking Your Zoom Account to Your Portal
After linking your Zoom account (free or paid) with your BoardSpot portal, your organization's admins can ensure the meetings you lead will use your Zoom account. This will ensure you can start/end the calls, and admit participants. This article explains how to link your Zoom account to your portal. || NOTE: the Zoom account owner's settings will be followed in the meeting(s). For instance if the account owner has enabled waiting rooms, required passcodes, etc, these settings will be usedFew readersMeeting Packet
** The BoardSpot meeting packet is a complete and polished agenda for meeting participants. This article explains the meeting packet features. ** || Org admins and Committee admins can generate a meeting packet under the Meetings Settings. For help with this, please contact your organization's administrators. Meeting Packets The blue Meeting Packet link is at the top of every meeting's page. ![]Few readersThe Meetings Page
**The Meetings list page displays a list of upcoming and past meetings for the viewer. All board members can easily navigate to the Meetings page and find their past and future meeting list. This article illustrates the visibility and access of this home page. ** || Board members, Staff, and Guests will see meetings listed based on the committees they are part of. The Meetings home page clearly lays out: The participant's upcoming meetings. The participant's past meetings. MeeFew readersA Specific Meeting's Page
**A specific meeting's page displays all relevant information for that meeting. All board members can familiarize themselves with the meeting's details here. This article explains the meeting page access. ** || Board members, Staff, and Guests will have access to a meeting's page based upon the committee meetings they are part of. The meeting page clearly lays out: The date and location of the meeting are displayed in a colored box at top. The meeting agenda and votes are highlighted.Few readersCasting a Vote
Voting is an important role in board membership. BoardSpot's voting feature makes executing this responsibility both simple and speedy. This article will explain how to prepare for and cast a vote. | Voting permission is the default for Board Members and Committee Members. Staff and Guests can be assigned voting permission upon creation of specific votes. || Organization Admins and Committee Admins create votes and assign voting permissions. Contact your organization's administrator(s) foFew readers
For Portal Administrators
Minutes Builder
**BoardSpot's minutes builder tool is an easy way to jump-start your meeting minutes. If the Agenda Builder is used to create your meeting agenda, the Minutes Builder will pre-populate from that agenda for a low effort jump start on record keeping. This article describes how to use the Minutes Builder tool as well as how to upload minutes taken outside of BoardSpot. ** | Standard Plan and Enterprise PlSome readersAgenda Templates
**BoardSpot's agenda templates makes building an agenda even faster! Your Organization can create multiple board and committee agenda templates, or use the BoardSpot templates provided. This article spells out how to use BoardSpot's agenda templates. ** || Only Organization Admins can create agenda templates. Committee Admins can use any agenda templates that have been created in your organization. ContSome readersSingle Occurrence, Recurring, and Past Meetings
There are three types of meetings that can be created in BoardSpot: A Single meeting, Recurring meetings, and Past meetings. This article explains the differences in these meeting types, and the ideal use of each. || Organization Admins and Committee Admins can set up a past, single, or recurring meeting. Contact your organization's administrator(s) for assistance with these tasks. Single Occurrence Meetings Single occurrence meetings can be used for one time events that are not parSome readersUsing the Zoom Integration
Using the BoardSpot Zoom integration to set up video calls for remote meetings is quick and easy! After linking your Zoom account with BoardSpot, a simple click generates a new video conference call link which is stored in BoardSpot and in Zoom. Any number of Zoom accounts can be linked to your organization's portal. This article explains how to set up a Zoom call for a meeting, and how members can link their Zoom account to the portal. | Members who will run meetings can link their Zoom acFew readersRecurring Meetings
**Recurring meetings are a time-saving way to set up a series of regularly occurring board or committee meetings. A recurring meeting series can include up to 12 instances. This article explains how to create a series of recurring meetings. Note: once created, the series of meetings then convert to individual meetings and each one can be edited or canceled. There is no bulk editing or cancelling. ** | TFew readersHolding a Virtual Vote
**Votes can be held outside of a regular meeting following a few simple steps. This article lays out how to action a vote that is not part of a normally scheduled meeting. ** || Organization Admins and Committee Admins can create votes, hold votes, and set vote outcomes. Contact your organization's administrator's for assistance with this task. Setting up a Virtual Vote: Select "Votes" from the sFew readersCreating Custom Agenda Templates
**Your Organization can create and save your own customized agenda templates - as many as you want! This helps make meeting prep faster and easier for every Admin! This article spells out how to create your organization's customized agenda templates. ** | Creating a custom agenda template for each one of your committees is a great way to make meeting prep faster, and ensure content consistency. || OnlyFew readersA 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 AdminsFew readersCreating a new Meeting
The meeting's page displays all relevant information for that specific meeting. A meeting is visible to members of the committee once it is published. This article explains how to create a meeting and either save it as a draft meeting, or published meeting. || Organization Admins and Committee Admins can set up draft and scheduled meetings. Contact your organization's administrator(s) for assistance with these tasks. Create a new meeting: As admin user, navigate to Create on theFew readersCreating and Holding Meeting Votes
**Managing votes in BoardSpot is interactive and effective. Meeting participants can cast electronic votes, and then see vote outcomes documented clearly within BoardSpot. This article shares details on both creating a vote in BoardSpot, as well as running the voting process during a meeting. ** || Organization Admins and Committee Admins can create, hold, and set outcomes for meeting votes. Contact yourFew readersThe Status of a Meeting's Minutes
In BoardSpot meeting minutes can either be in a Draft status, or can be Published. Once the minutes are published, the document is visible to admins and meeting participants. Minutes being published does not notify meeting participants but an admin can optionally email the participants to notify them. The status of the minutes is clearly shown on the meeting's page in the "status" box. This article will explain the minutes status and notifications. || Organization Admins and Committee AdmiFew readersThe Status of a Meeting Agenda
In BoardSpot meeting agendas can either be in a Draft status, or can be Published. Once the agenda is published it is visible to all meeting participants. Publishing an agenda allows the admin to email a notification to all participants. The status of the agenda is clearly shown on the meeting's page in the "status" box. This article will explain the agenda status and notifications. || Organization Admins and Committee Admins can create and publish agendas. Contact your organization's admiFew readersRecording Past Meetings
Recording past meetings in BoardSpot is an excellent way to ensure all records are in a single place for ease of access and future reference. Board and Committee members can review past meeting minutes as needed. Creating past meetings and uploading the minutes for those past meetings is simple and easy. This article describes how to create past meetings. || Organizational Admins and Committee Admins can create past meetings in BoardSpot. Contact your organization's administrator(s) if youFew readersAdding Zoom information to your Meeting
** If you choose to not use the two-way Zoom<-->BoardSpot integration, you can still add Zoom video call information to a Meeting. This article lays out how to create a Zoom call and add the call information to your portal Meeting. ** || Organization Admins and Committee Admins can set up a Zoom calls for meetings. Contact your organization's administrator(s) for assistance with these tasks. || NOTE:Few readersCreating the Meeting Packet
** The BoardSpot Meeting Packet feature is simple and automatic. This article will explain how to generate the packet, and the useful features of the meeting packet. ** | Once the meeting packet is generated, the blue Meeting Packet link is at the top of the meeting's page: Meeting Packets TFew readersSending Meeting Invitations
** Sending meeting invitations through the portal ensures all participants have the most up-to-date meeting information delivered to their email inbox and onto their calendar. This article will explain this feature.** || Organization and Committee Admins can send meeting invitations. For help with this feature, please contact your organization's admin. Meeting Invitations: The Send InvitationsFew readersNEW Joint Committee Meetings
BoardSpot now supports meetings that include multiple boards/committees. This article explains how to create joint meetings. || In order to create a joint meeting the admin must have administrative permissions for both groups. || In order to be able to see a joint meeting, the user must be a member of either committee. All members of both groups will be able to access this meeting and itFew readersNEW Meeting Guests
BoardSpot allows admins to include a one-time Guest in a board/committee meeting. This Guest will have access to the meeting page and all resources for that meeting (agenda, supplemental documents, location information, etc. ) but will not invite the Guest to other future meetings for that group.  but will not invite the Administrator to other future meetings for that group.  if you need assistance with thesFew readers