Schedule a Boardroom Meeting

Schedule a Boardroom Meeting

Also searched as: create a board meeting, set up a boardroom meeting, add a new meeting, board meeting invite

Boardroom Meetings simplify bringing together community administration — and regular residents — for discussions of essential community topics. You can create a meeting, select invitees, add documents for pre-meeting review, and include a link to a virtual conference, with e-mail notifications for updates and reminders.

 Step 1: Open Boardroom

1. Click on the Membership tab to open it.
2. Click on the Boardroom tab to see a list of all open meetings.
3. Click +Schedule New Meeting to create a new meeting.

 Step 2: Fill Out Meeting Details

In the "Schedule Boardroom Meeting" window:

1. Give your meeting a descriptive Meeting Name.
2. Select a Meeting Organizer — this person takes and edits meeting notes within Boardroom.
3. Select one or more Boardroom Manager(s) — they can comment, attach files, review meeting notes while the meeting is open, and change meeting parameters before/during the meeting.
   • Note: only people with Admin status appear in the Meeting Organizer and Manager(s) dropdown menus.
     
     
4. Select a Meeting Date and Meeting Start Time.
5. Add a Meeting Description covering the focus and/or function of the meeting.

 Step 3: Invite Attendees and Set Reminders

1. Invite attendees by selecting one or more committee groups, or add individual members registered on your community website.
2. All attendees receive an e-mailed notification with the full meeting summary as soon as the meeting is created.
3. Optionally schedule up to two additional e-mailed reminder notifications.

 Step 4: Add Optional Extras

• Custom Form – include a form for meetings that need further attendee feedback or information, or to collect ballots for a committee election.
• Shared Documents – upload and share important documents that members can download from e-mail notifications to review before the meeting.
• Video Conference Link – add a pre-scheduled virtual meeting link, or click Schedule a new Google Meet to create one directly. Follow the video conferencing site's instructions, then copy the generated Google Meet link and paste it into the "Video Conference Link" box.

 Step 5: Save

Click Save once you're happy with your Boardroom Meeting setup.

Note: every time you save changes to the meeting name, date, start time, description, attendees, custom form selection, and/or video conference link (whether at creation or later edits), all assigned attendees automatically receive a new, updated meeting notification.