• To schedule meetings, click on the "Meetings" option in the menu sidebar.

Scheduling board and committee meetings

To schedule a new meeting click on the "Create" button.

Note: Anybody can schedule a meeting. The person who schedules the meeting is the Meeting Owner.

• Select the meeting "Type". For board meetings select "Board Meeting". For committees select "Committee Meeting" and then Committee that you are scheduling a meeting for, and for any other type of meeting select "Other Meeting".
  • Note: "Other Meeting" should only be used for social events and not when the board or committees meet.
    
    
    

• Title: Change the "Title" of the meeting if you wish it to be different from the presented default.
  • Note: The "Title" will be used on the agenda and minutes
    

• Date and Time: Select the Start/End and Date/Time for the meeting.
• Select whether the meeting is recurring.
  • Note: You can not change a single meeting to recurring or vice-versa once scheduled

• Location: Enter the "Location" of the meeting.
• Additional Information: Provide additional information that you want to provide to the invitees.
  • Note: This information is not used on the agenda or minutes, but used to help you communicate any special details about location, etc.

• "Agenda Owner" and "Minutes Owner":  When you create the meeting you are the default Agenda Owner and Minutes Owner.
• The Agenda Owner can edit the Agenda and the Minutes Owner can take and edit the Minutes.
• You can change the Agenda/Minutes Owner to another person by clicking on the arrow to the right of your name and choosing from the dropdown box.
• The Agenda Editors and Minutes Editors are people who have been granted overall "edit" permissions in their profiles on the Team page.
• You can add additional Agenda/Minutes Editors to a particular Meeting, by clicking on the blue + symbol
  
  • Note: The Agenda/Minutes Owners can be changed later. The Agenda/Minutes owner can also change ownership of them, and who can edit them using the share feature in each.
    

• Invitees: Once you have selected a "Meeting Type" you can add guests/invitees.
• You can either type in a person's name or click the "All Board Members" or "All Committee Members" if a committee was selected to add all those people.
• You can also invite people who do not have a BoardOnTrack account, by entering their email address.
• Save: Click "Create Meeting" to schedule the meeting and invite people, or "Save Changes" if you were editing an existing meeting.
  
  

Note: If you schedule or edit a meeting which has already occurred, notifications will not be sent to invitees.

• RSVP: We recommend that you send the notification immediately so that your invitees can RSVP in a timely manner. You should expect a 100% RSVP rate from the board for every meeting.
• BoardOnTrack will send automatic meeting reminders to invitees 10 days and 2 days prior to meetings.
• This is an example of an email meeting invitees receive.
  • People can click on the "Going?" links to RSVP.
  • Note: The email has a calendar file attached allowing them to add meetings to their personal calendar.
    

Publishing scheduled meeting to your Public Portal

When a meeting is scheduled, select "Public" for visibility and the meeting will be made available on the public portal. By posting the planned meeting to your Public Portal, you will make the public aware of the meeting occurring and may comply with any Open Meeting Law requirements.

If a recurring meeting has been scheduled, all of the recurring meetings will be posted on the Public Portal.

Checking invitee RSVPs

When you go into a meeting's Details, you'll be able to view who has RSVP'd and what their responses are.

Updated October 23, 2024 18:24