Below, we list the most common questions we receive regarding the meeting process.
Guide contents
- Settings
- Plan a meeting
- Agenda
- Invitations
- Minutes
- Comment/review
- Approval
- Signing of minutes
- Archived minutes
- Other questions
Settings
It is possible to configure several meeting-related settings. For example, the organisation number can be included in the meeting materials. It is good to review and set the organisation settings for meetings. See more under the section meetings in the guide Administer organisation
Plan a meeting
Incorrect meeting number
It is possible to change the meeting number on an active meeting if it is not currently under review or signing. The change is made by clicking the Preparation tab and then the Edit meeting information button.
If the minutes are under review, signing, or are archived, they must first be unlocked according to the guides:
Incorrect meeting time/date
It is possible to change the meeting date/time for an active meeting if it is not currently being reviewed or signed. The change is made by clicking the Preparation tab and then the Edit meeting information button.
If the minutes are under review, signing, or are archived, they must first be unlocked according to the guides:
Can I schedule several meetings at the same time?
Yes, it is possible to schedule several meetings. Click
Agenda
To make changes to the agenda, there must be no minutes created, as the agenda is then locked. If there are created minutes, these must be removed before changes can be made to the agenda. See the guide Unlock agenda and notice
Incorrect attachments
Click the Agenda tab and then the Edit agenda button. Remove the incorrect attachments and add the new ones. If minutes have already been created, these must first be removed before attachments can be added to the agenda.
Add attachments afterwards
Click the Agenda tab and then the Edit agenda button. If minutes have already been created, these must first be removed before attachments can be added to the agenda.
Change item description
Click the Agenda tab and then the Edit agenda button. If minutes have already been created, these must first be removed before the item description can be changed.
Invitations
To make changes to the notice, there must be no minutes created, as the notice is then locked. If there are created minutes, these must be removed before changes related to the notice can be made. See the guide Unlock agenda and invitations
If I have invited a person, can I withdraw the invitation?
No, once an invitation has been sent, it cannot be withdrawn. If the person should not participate in the meeting at all, it may be advisable to create a new meeting and delete the old one.
Can I invite an external person to the meeting?
No, it is not possible to invite an external person through Boardeaser. In that case, the invitation must be sent outside Boardeaser. A user account is required to access the meeting materials.
Minutes
Add attachments to the minutes
In the editing mode for the minutes, click the "Minutes" tab. When you have opened an item, it is possible to add attachments to each item.
Once an attachment is added, you can mark in the "Attachments" tab whether it should be included in the minutes and whether it should have a link in the minutes.
How do I change the attendance list?
In the editing mode of the minutes, click the "Present" tab.
Can I add an external person?
Yes, it is possible to add an external person. In the minutes' editing mode, click the "Present" tab. Then click the "Add more" button and select the "Add participant" option. Enter the name and email, and mark if the person should be a signer.
Comment/review
How do I request comments on the minutes?
When the minutes are being edited, it is possible to request comments on the minutes before it is sent out for adjustment. See the guide Request comments on minutes and view comments on minutes
Approval
Can I make changes to the minutes?
If the minutes are pending approval, click "Request changes" to return to editing mode.
Signing of minutes
A person who is a signer should not/should sign the minutes, but is/is not listed. Can this be changed, or how do I resolve it?
Most likely, the person was not listed as a signer when the minutes were edited. Since the signing case has already been created, it needs to be redone. To make changes related to this, the minutes must first be unlocked, the person added/removed as a signer, and then sent for signing again. See more on how to do this in the guide Unlock archived minutes
Can I make changes to the minutes?
No. To make changes, the minutes must first be unlocked. See more on how to do this in the guide Unlock archived minutes
A member does not have BankID. Is it possible to sign with another method?
There are several other signing methods, such as SMS, Touch, and Nordic equivalents to BankID. Read more about how to activate these. Which signing methods does Boardeaser support?
If the minutes have already been sent for signing, the signing case needs to be cancelled and sent again for the settings to take effect. See the guide Unlock archived minutes
Archived minutes
I do not see any signatures on an archived minutes document.
When minutes are e-signed, a certificate should appear on a separate page at the end. If the document does not have a certificate, it is likely that something went wrong during signing.
- Either not all signatories have signed the minutes. Then the signing case remains and lacks signatures from some signatories.
- Or someone has clicked the "Mark minutes as signed" button. This results in the minutes being archived directly without signatures. In these cases, the minutes need to be unlocked and sent for signing again. See the guide Unlock archived minutes
See the guide No signatures appear on an archived minutes document
Can I make changes to signed minutes?
No. To make changes, the minutes must first be unlocked. See more on how to do this in the guide Unlock archived minutes
Can I change the meeting number on archived minutes?
No. To make changes, the minutes must first be unlocked. See more on how to do this in the guide Unlock archived minutes
Other questions
Clarification regarding Spell-checking / Translation
Boardeaser does not have built-in spell check/translation for any language in text editors; it is controlled by the browser/operating system, and this is not something Boardeaser has implemented or controls. If you experience incorrect spell-checking, check the browser settings or the operating system's language settings.