How to Create a Meeting Using AI

Welcome to Board.Vision Tutorials! 

In this tutorial, we will walk you through the steps to create a meeting using AI within the Board.Vision platform.

Important Note: The Board.Vision web app is optimised and supported for desktop use on Google Chrome (version 65.0 and later) and Microsoft Edge (version 87.0 and later).

To create a meeting using AI:

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 +Add Meeting.

3) Click Create with AI to use an AI prompt to generate meeting details.

4) Provide the meeting details using one of the following options: 

a) Enter a custom prompt: Enter a brief, natural-language description of your meeting details. 

b) Use a pre-made prompt: Select one of the sample prompts provided by Board.Vision to get started quickly. 

c) Upload an agenda document: Upload a meeting agenda in PDF format, and the AI will extract relevant meeting details from the document.

Edit the Meeting Details

5) To edit the meeting's basic information:

a) Under the 'Overview' tab, click on Edit. 

b) Enter the meeting location details: 

• Venue: Specify the physical meeting location (e.g., Main Conference Room, 80 Bendemeer Road).

• Online Meeting Link: Enter the link for virtual or hybrid meetings (e.g., Microsoft Teams, Zoom)

6) To configure meeting settings:

a) Go to Settings and click on Edit.

b) Configure the following options as required :

• EA Document Access: Toggle to permit Executive Assistants to view agenda files.

• Sequence Numbers (SN): Choose whether to display or hide serial numbers in the agenda details and document views.

• Auto Reminder: Enable automatic reminders for attendees.

7) To update organiser details:

a) Go to Organiser Contact Information and click on Edit.

b) Enter the organiser's name, email and contact number.

Manage Administrators and Participants

8) To add Administrators:

a) Under the 'People' tab, go to Administrators and click Edit.

b) Select the appropriate admin access options:

• Open to All Administrators
• Allow all Product Owners and Super Administrators to access this event - You may add other Elevated or Normal Administrators to manage the meeting.
• To allow only certain Administrators to manage the meeting, uncheck both options and add the required administrators.

9) To add participants or user groups:

a) Go to Participants and click Edit.

b) Click Edit Participant. 

c) Select from the list of Users and User Groups from the 'Edit Participant' pop-up screen.

Note: To recuse a user from the User Group, add into the 'Recused Participants' section.

Manage the Agenda

10) To edit the Agenda items:

a) Under the 'Agenda' tab, click Edit Agenda. 

b) Under 'Details', edit the agenda name, item ID, and type as required. You can also specify the item time to indicate when the agenda item will be discussed.

c) Under 'Participant Access', select users who should be recused from viewing the agenda item. You can also edit the Recusal Remarks if necessary.

d) Enter the details of one or more presenters.

11) To add documents:

a) From the agenda listing, click the upload icon under the Actions column.

b) Click Your Device or drag/drop the agenda document into the upload area. You may also select a document you have saved in the Record Management System.

c) Under 'Details', update the document title, description, add tags and configure the settings as required. 

d) Under 'Participant Access', select users who should be recused from viewing the agenda document and update the Recusal Remarks if necessary.

e) You can preview the document to verify that the correct file has been uploaded before confirming.

Activate the Meeting

13) On the Activate Meeting pop-up, select how you would like to send notifications:

• Notify administrator only
• Notify all participants
• Do not send notifications

You have completed the tutorial on how to create a meeting using AI.

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.