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).
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.
To add document(s) to a Meeting Agenda:
1) Click on the Add Document button.
2) On the "Add Document" pop-up window, drag and drop a file or select one from your desktop to upload, then click on Confirm.
Note:
1) Enter the name of the participant you wish to recuse from this document in the "Recused Participants" field.
2) To disallow file download, deselect the "Allow Download" checkbox.
3) To add more documents, click the Add Document button again and repeat steps 1-2.
4) If you would like to view the document(s) that you have added to the agenda, click on View Documents.
6) To edit, replace, or delete the document(s) added to the agenda, click View Documents, then use the corresponding icons in the Agenda Documents pop-up window.
Important Note: Once the meeting is activated, Business Users can access and annotate documents. However, if Administrators delete or replace a document, all annotations made by Business Users will be permanently lost and cannot be retrieved.
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.
b) Hide SN in Meeting Agenda Details. By selecting this option, the Agenda serial number(SN) will be hidden when Users view the Agenda from all devices.
c) Hide SN in Meeting Agenda Documents By selecting this option, the Agenda document serial number(SN) will be hidden when Users view the Agenda from all devices.
Then, click on Update.
3) To activate the Meeting and notify the Participants, click on Activate and Notify.
4) 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).