To customize the look and feel of BoardOnTrack you need to be a BoardOnTrack Admin. Click on the "Admin" option in the menu sidebar.
From the Admin page, your designated BoardOnTrack Administrator can:
- Add people, remove people, or change their permissions
- Configure your board settings
- Configure your meeting options
- Configure your public portal options and access public portal links
- Update statistical information organization
Customize your Dashboard and Board Information
In your board settings, you can:
- Change your board name.
- Add your own logo to the dashboard.
- Change the background image on your dashboard.
- Select who the different contacts are for your BoardOnTrack membership.
- Select whether you are a Board of Trustees or a Board of Directors.
- Set your Fiscal Year start month
- Set the timezone for your board.
Customize Agendas and Minutes
- When your logo is clicked on, have the user go straight to your website from BoardOnTrack.
- Show logo on agenda and minutes.
- Show ex officio members as such in minutes attendance if they are not voting board members.
- Choose for people to be identified by their full name or first initial/last name in minutes.
- Enable the ability for your team to sign agendas
- Enable the ability for your team to sign minutes
- Add a default notice to the top of agendas and minutes (this can be updated for individual agendas and minutes).
- Add a default footer to the bottom of agendas and minutes (this can be updated for individual agendas and minutes).
- Manage meeting agenda components: you can disable Purpose, Presenter and Time Components from being on your agendas (this can be updated for individual agendas)
Board Meeting Best Practices
- Board Meeting Frequency
- Open Meeting Law Compliance
- Open Meeting Law Rules
Public Portal
- Enable your Public Portal
- Enable Public Documents
- Add a custom note to your Public Portal
- Make meeting packets available to the public
- Enable your Meet the Board page
Board
Board Name
Change the name of the board as you need. This will be displayed on your dashboard and update the name on the agendas and minutes.
Note: If you change the name of the board, your previous agendas and minutes will also be updated. If you require assistance with a board name change please contact Member Success.
Logo
The logo will be displayed on the dashboard, and if you wish on your agendas and minutes. We recommend a PNG file with a transparent background with dimensions of at least 300w x 300h px. The person responsible for your website may have a logo.
Note: The file size should be as small as possible, maximum size is 3MB. Both height and width of the image have to be between 200px and 800px.
The logo needs to have a transparent background so that it can be shown correctly on the dashboard, agendas and minutes. this restricts the image to being either PNG or GIF format.
Once the logo has been uploaded we will automatically display it in the correct size on your dashboard.
Background Image
The background image is used as the background on the dashboard. Use a picture that messages what your organization is all about. We recommend a PNG file with dimensions of at least 1200w x 900h px. The person responsible for your website may have a picture.
Note: The file size should be as small as possible, maximum size is 5MB. Height of the image must be between 450px and 1080px, and width has to be between 800px and 1920px.
Contacts
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BoardOnTrack Champion
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BoardOnTrack Superuser
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Billing Contact: The primary person we should contact with anything regarding your invoices and payments, unless you name a separate person to receive your invoices.
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Secondary Billing Contact: A secondary person we should contact with anything regarding your invoices and payments, unless you name a separate person to receive your invoices.
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Invoice Email: Use this email address to let us know if we should be sending our invoices to a generic finance or accounts payable email address.
- Contract Signer: The person you'd like to receive and sign your membership renewal contracts.
Trustees or Directors
Select whether you are Board of Directors or a Board of Trustees. This is used on your agendas and minutes.
Home URL
When a user clicks on the logo on the dashboard you can take them to the website for your organization.
Timezone
Use this to set the local timezone of the board so that they get meeting invites with the right date and time.
Fiscal Year start month
If your Fiscal Year does not start on July 1st you can change the starting month. BoardOnTrack defaults to the 1st of the month that is selected. This is used to present the correct months for the quarters that show meetings and goals etc.
Meetings
Show logo on agenda and minutes
Use this to have your logo shown on your agenda and minutes
Show ex officio attendance in minutes
If a person is a non-voting board member but is an ex officio member we will show this on the attendance record in the minutes.
- If people are voting board members, whether ex officio or not they are included in the "Board Members" attendance.
- If people are ex officio and are not voting, we will show them as ex officio on the minutes if attending. If absent they will not be included as they do not affect quorum.
- If people are non-voting and not ex officio they will be shown as Guests if attending. If absent they will not be included as they do not affect quorum.
Minutes name format
Select whether you wish participants names in the minutes to be full name (John Smith) or first initial/last name (J. Smith)
Enable Signing Agendas
Select whether your team has the ability to sign meeting agendas.
Enable Signing Minutes
Select whether your team has the ability to sign meeting agendas.
Default meeting notice
If you have a standard notice you need to include at the top of your agenda and minutes you can set it here. It is copied to each agenda and minutes that are created, however you can edit it for each individual agenda and minutes as needed. This is where you can put details about Open Meeting law compliance or your organization's Mission, or anything else.
Default meeting footer
If you have a standard footer you need to include at the bottom of your agenda and minutes you can set it here. It is copied to each agenda and minutes that are created, however you can edit it for each individual agenda and minutes as needed. This is where you can put details about Open Meeting law compliance.
Board Meeting Best Practices
BoardOnTrack helps you plan your board meetings effectively and ensure that all board members are engaged. In addition we help in supporting your compliance with Open Meeting Law.
Disclaimer: It is the responsibility of each organization to ensure that they are in compliance with Open Meeting Laws. Check with your Authorizer, state and legal counsel on your requirements.
By providing answers to a few simple questions BoardOnTrack will show you when you need to achieve various steps in managing the board meetings effectively.
Board Meeting Frequency
Set how often your board usual meets. If you are meeting more frequently for a period of time, select "Monthly", or what would be the norm.
Open Meeting Law Compliance
Identify if your board is required to comply with Open Meeting Law. It is the responsibility of each organization to ensure that they are in compliance with Open Meeting Laws. Check with your Authorizer, state and legal counsel on your requirements.
Open Meeting Law Rules
For each of the following set what your needs are to comply with your Open Meeting Law requirements. If there is no specific requirement then select an option that you have already defined as your normal board meeting management process. If you haven't then now is a good time to do so.
Example: If you do not have a requirement to post draft minutes after a meeting, when do you normally post them?
It is the responsibility of each organization to ensure that they are in compliance with Open Meeting Laws. Check with your Authorizer, state and legal counsel on your requirements.
Public Portal Settings
Enable the public portal so that your meetings, agendas and minutes can be published for the public to review. Once you save changes the URL will be displayed in the public portal links area of the Admin tab. Copy it and give it to the person responsible for your website, to link to it.
Public Documents
Enable the ability to post documents publicly. Once enabled a folder called "Public Portal" will be created in your Documents section, and your Public Portal will have a "Documents" option for the public. Documents or folders created in the "Public Portal" folder will automatically appear on your Public Portal. To give people permissions to post Public documents see this resource.
Meet the Board Page
Enabling this feature will add a meet the board tab to your public portal. In each member's profile, they can add in a photo, bio and a public-facing email, if they wish. If you enable this feature and do not choose to enable "Include bios", the meet the board page will only include the member's name, role, photo (if applicable) and their public email (if applicable). The public email is not pulled from the member's main profile email, there is a special field in everyone's profile that this information is pulled from.
Public Portal Notice
You can put a welcome message on your Public Portal to provide the public with more information about what they have the ability to access. Once you save changes you can go to your Public Portal to see how it looks.
Public Portal Dashboard Views
You can choose to display Board Meeting dates, Committee Meeting dates, and the Next Agenda on your Public Portal's dashboard for easy access, view and navigation for the public.
Public Packets
If you wish to make meeting packets/materials available to the public enable this feature here. Select which meeting types you want people to be able to make materials available for. For each individual meeting you will be able to choose whether the materials are available or not.
Public Portal Links
You get to choose which, and how many public portal links to your organization's website. It is all the same public portal, the links simply directly bring those who click it, into a different area of the portal. We recommend adding the Dashboard link to your website, for ease and consistency. If your state requires a direct link to another part of the portal, such as the Next Agenda for CA schools, you can use those as well. There is no limit to how many links you can use.
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