Welcome to Board.Vision Tutorials. In this tutorial, we will walk you through the steps to create a meeting.
Important Note: The Board.Vision web app is optimized and supported for desktop use on Google Chrome (version 65.0 and later) and Microsoft Edge (version 87.0 and later). Please note that this support is intended for desktop environments and is not applicable to mobile devices.
To create a meeting:
1) Log in to your Board.Vision account using your registered email address and password.
2) From the left navigation menu, go to Meetings & Events, and click on +Add Meeting.
3) On the Add Meeting page, enter the mandatory fields such as Meeting Name, Venue, Date, Start time, and End Time.
4) To add Administrators, first click on the white box under the Add Administrators section, then select the Administrators you wish to add from the Search to Add Administrators pop-up window.
5) To add all Administrators, select the Open to All Administrators checkbox.
Important Note: By selecting the Open to All Administrators checkbox, all the Administrators (Product Owner/Super Administrator/Elevated Administrator/Normal Administrator) within the company, will have the access to this Schedule. Administrators will also be notified when the Schedule has been activated or when the Participants have proposed an alternate date / added remarks.
By removing all Administrators from the Add Administrators section, once the Meeting has been activated, the system will autoselect the Open to All Administrators checkbox.
6) To add Business Users as Participants, first click on the white box under the Add Participants section, then select the Business Users you wish to add from the Search to Add Participants pop-up window.
7) You can also type in the Business User’s name in the white box provided within the Search to Add Participants window and select the name from the Users list. This will add the Business User(s) to the Add Participants section.
8) If you have created User Groups such as committees within your organization, you can add User Groups as Participants.
First, click on the User Groups tab from the Search to Add Participants window. Then, select the User Group from the User Groups list. e.g The ‘Investment Committee’ has been added as a Participant.
9) To recuse Business Users, first, click on the white box under the Recused Participants section, then select the Business Users you wish to add from the Search to Recuse Participants pop-up window.
Important Note: Once recused, the Business User will NOT be able to view the Meeting details and Agenda documents.
10) If you need to add a meeting link, input the link into the Meeting Hyperlink textbox and then click on Save.
Note: Kindly generate a meeting invite in Outlook, Google Meet, or Zoom before this step.
11) Enter the organiser details if required under the Organiser Contact Information. Then, click on Save as Draft to proceed to add the Meeting agenda and document(s) related to the agenda(s).
Add Meeting Agenda
To add Meeting Agenda(s):
1) On the View Meeting page, scroll down to the Agenda Details section and click on the +Edit Agenda button.
2) On the "Meeting Agenda" pop-up window, click on the +Add button. Once you have clicked on the Add button, you can enter the agenda details, such as Agenda ID, Name, Type, and Presenter details (if any) on the right side.
3) To recuse a director from the agenda, go to "Participants" and toggle off the switch next to their name.
Important Note: By recusing a participant, the Business User cannot view the Meeting Agenda.
4) To add more agenda items, click on the +Add button and enter the details of the next item into the "Details" section on the right side.
5) If you have added several agendas, you can click on the Reorder button to reorder them.
Add Meeting Agenda Documents
To add document(s) to a Meeting Agenda:
1) Click on the Add Document button.
2) On the Agenda Item "Add Documents" pop-up window, drag and drop or select multiple files from your desktop to upload.
3) Click on Confirm and Update.
4) Once you have clicked on Confirm and Update, you will be able to edit the document details.
Note: To disallow file download, deselect the "Allow Download" checkbox.
5) To recuse participants from the document, go to the "Participants" tab and toggle the switch off for recusal and enter the recusal remarks.
Once done updating, click on Confirm and Update.
6) Under the Action column, click on:
a) Replace to replace the document.
b) Trash to delete the document.
c) Reorder to arrange the document sequence.
Meeting Advanced Settings
Before activating the Meeting, you may set some Meeting settings.
1) Click on the Settings icon at the top right.
2) On the "Meeting Advanced Settings" pop-up window, select the following options:
a) Allow the Executive Assistant to View Meeting Agenda Documents
- By default, Executive Assistants do not have access to view Meeting documents. Select this option if you wish to grant them access.
b) Hide SN in Meeting Agenda Details
- Selecting this option will hide the agenda serial numbers (SN) when users view the Agenda across all devices.
c) Hide SN in Meeting Agenda Documents
- Selecting this option will hide the agenda document serial numbers (SN) when users view the documents across all devices.
d) Auto Reminder
- Enable this option to send email reminders to Participants and/or Executive Assistants about the upcoming meeting. Please ensure that the scheduled or recurring reminders have been configured under Global Settings > Meeting Settings.
Once you’ve selected the desired options, click Update to save the settings.
Activating the Meeting
1) To activate the Meeting and notify the Participants, click on Activate and Notify.
2) On the "Notification" pop-up window, select the following options:
a) Notify via Email and/or Push Notification by checking the respective boxes.
b) Under Notify Participants & Executive Assistants, select the Business Users and their EAs you wish to notify.
Then, click Confirm.
Important Note: Click the arrow-down icon next to the "Notify Participants & Executive Assistants header to expand the list of participants and EAs.
You have completed the tutorial on how to create a meeting.
If you face any issues, please reach out to our Board.Vision Customer Success Team at support@board.vision or +65 6909 7100 and we will be happy to help.
Our hotline operating hours are from Mondays to Fridays 9:00 AM to 6:00 PM SGT (excluding public holidays).