Overview of Boardroom Meetings

Overview of Boardroom Meetings

What Is the Boardroom Feature?

Boardroom Meetings brings community administration — boards, committees, and even regular residents — together for organized discussions of important community topics. Instead of juggling emails, spreadsheets, and separate video-call links, the Boardroom feature centralizes meeting creation, attendee management, documents, notes, and communications in one place.

Common questions this answers: "How do I schedule a board meeting?", "Where can residents find board meeting documents?", "How do I send meeting reminders?"

 Core Capabilities

Creating and Managing Meetings

• Create a new boardroom meeting with a topic, date/time, and invitees
• Edit a meeting's details after it's created
• Delete a meeting that's no longer needed
• Close a meeting once it has concluded
• Reopen a closed meeting if you need to make further updates

Managing Attendees and Managers

• View, add, and delete meeting attendees
• View, add, and delete meeting managers (the admins/board members responsible for running the meeting)

Documents and Files

• Add documents and other assets for pre-meeting review
• Manage documents for an existing meeting (upload, organize)
• Download files from a meeting
• Delete files from a meeting

Notes and Comments

• Include notes in a meeting to capture discussion points and decisions
• Include comments in a meeting
• Download notes from a meeting for record-keeping

Communication

• Send boardroom reminders to keep attendees on schedule
• Send emailed reminders directly to boardroom meeting attendees, which can include designated meeting documents

Virtual Meetings

• Include a link to a virtual conference so remote attendees can join

Forms

• Review and complete a form tied to a meeting from the administrative view
• Review and complete a form tied to a meeting from the member view

Search and History

• Search for a specific boardroom meeting
• View closed boardroom meetings for historical records

 Common Questions

"How do I let residents know about an upcoming board meeting?"

Add them as invitees/attendees and use the reminder feature to send emailed notifications, which can include any documents you've attached for pre-meeting review.

"Where do I find minutes from a past meeting?"

Meeting notes are kept in a unified interface for each meeting. You can view closed meetings and download notes for a complete record of what was discussed and decided.

"Can I hold the meeting online?"

Yes — when creating or editing a meeting, you can paste in a link to any virtual conference, or click Schedule a new Google Meet to generate a Google Meet link directly from the meeting form.

"I closed a meeting by mistake — can I fix it?"

Yes, closed meetings can be reopened if you need to make additional edits or add information.

"Who can manage a meeting versus just attend it?"

The feature distinguishes between attendees (participants) and managers (those responsible for administering the meeting), and both roles can be added or removed as needed.

 Typical Workflow

1. Create the meeting and set the date, time, and topic
2. Invite attendees and assign meeting managers
3. Attach documents for pre-meeting review and a virtual conference link if needed
4. Send reminders as the meeting date approaches
5. Hold the meeting, capturing notes and comments as you go
6. Close the meeting when finished
7. Review or download notes/files afterward, or reopen if changes are needed