This is an extensive guide which describes the steps about how to:
- Plan a meeting
- Write agenda
- Send invitation
- Write minutes
- Comments and review the minutes
- Review minutes
- Approve minutes
- Sign minutes
- E-signature
- Signed minutes
Click the links above to get to the specific section or follow the step-by-step guide.
1. Plan a meeting
Plan a meeting
To plan a meeting, click "Meetings" and "Plan meeting" in the left menu. Then click the "Plan meeting" button.
It is possible to create the meeting several months before it takes place. Set the title, meeting number, time, location, theme, purpose, and preparations. Learn more about meeting numbers in the guide Meeting number.
It is possible to mark if the meeting should be a video meeting and to send meeting information.
This is not an invitation to the meeting but a way to send information about the planned meeting.
Save your meeting plans by clicking the "Save" button or "Save and continue" to begin to set the agenda for the meeting.
2. Agenda
Use an agenda template
If you have created agenda templates, you can add them to the agenda by clicking "Use". If you want to create an agenda from scratch, click the "Skip" button.
Customize or edit the agenda
To edit the agenda, click the "Agenda" tab. To add more items, press the "Add items" button.
You can change the order of the items by clicking and dragging the six dots at the far left of each one.
Click on the arrow to fill in more information than just the title. Then you can:
- Fill in the item description
- Attach one or more files to each item
- Prepare minutes text
- Prepare decisions and to-do tasks
- Enter time estimate
- Specify presenter
Add items to the agenda and prepare minutes notes. When finished, click the button "Mark agenda as done".
Add attachments
3. Invitations
Invite members to the meeting. Write a message if needed. The agenda can be attached as a PDF to the invitation. If you mark this option, the recipients do not need to log in to see the agenda.
Send the invitation by clicking "Send invitations".
If you want no invitation should be sent, click the "Skip sending invitation" button instead.
4. Minutes
Start to write minutes for the meeting by clicking the button "Write minutes".
With this step, the system locks the agenda for editing, and an invitation cannot be sent.
Attending members
Set attending members in the tab "Attending members". Select secretary, reviewer and signatories. If the chairman and another person are to adjust the minutes, both need to be marked as adjusters.
Members who are called to the meeting are always listed from the start
If you want to add attendees who are not users, click "Add person to meeting" and then "Create new" and enter the name in free text.
To write the minutes, click the "Edit minutes" button.
There must be at least one reviewer and one secretary for the meeting.
Minutes
In the next step, the minutes are edited item by item, like in the agenda. If needed, you can add more items by clicking the "Add item" button.
Attachments
Add attachments to the minutes in the "Attachments" tab. Select if attachments should be included in the minutes.
Attachments cannot be included in the pdf that is signed with e-signature.
Preview
The minutes can be viewed in the "Preview" tab. When you are finished, click the "Comments and review" button.
5. Comments and review
Request comments
Requesting comments on the minutes from any user or only adjusters is possible.
To request comments from any user (not adjustment), click the "Request comments" button.
All persons selected to comment on the minutes receive an email requesting to comment on the minutes.
Mark minutes as done
When the minutes are ready for review, click the "Mark minutes as done" button.
Send for review
When the minutes are ready for review, click the "Send to reviewer" button.
You can skip the review step by clicking the "Mark as reviewed" button instead.
Send notice for reviewer. Write a message and set a due date if needed. Finish by clicking the button "Send".
If you click the box, you can notify all board members when the review is complete.
It is also possible to send the minutes directly for signing after they have been reviewed. Then select "Send for signing after the review is completed". Read more about this in the guide Send minutes directly for signing after the review is completed.
All people who are selected to review receive an email with a request to review the minutes.
6. Review
The reviewer receives an email with a request to review the minutes. The reviewer clicks the link "Login to Boardeaser to read and comment on the minutes" in the email to enter the review mode.
To write comments as a reviewer, click "Write comment", write the comment and finish by clicking "Comment".
The reviewer then completes the review by selecting one of the following statuses and clicking "Submit Adjustment":
- Request changes: With this status, the reviewer requests that the secretary update the minutes according to the comments.
- Approve: The reviewer approves the minutes with or without comments.
When all reviewers have reviewed, the secretary receives an email with the respective reviewer's status. If one or more reviewers have entered comments, these should be reviewed. The secretary can then choose whether to edit the minutes and send them out again for review or whether they should be presented for approval.
7. Approve minutes
When the review is completed, the minutes are available for approval. This can be done at the next board meeting or anytime before that. To mark the minutes as approved, a person must click the "Approve" button. This person needs to have the right authorization level.
When the minutes are approved, an email is sent to every signatory member at the meeting.
8. Sign minutes
When the minutes have been approved, all members who stand as signatories for the meeting will receive an email requesting to sign the minutes. Click "Sign" next to your name to sign the meeting.
If necessary, remind signatories to sign by clicking the "Remind" button next to the person who needs a reminder.
9. E-signature
Our partner, Assently, handles the e-signature. To sign, scroll to the bottom of the generated meeting minutes and click the green "Sign now" button.
10. Signed minutes
When everyone has signed the meeting, or if it is marked as signed, you can find it in "Meetings" and "All meetings" in the left menu. Then click the "Archived meetings" tab.