This is a large guide which describes the step about how to:
- Plan a meeting
- Write agenda
- Send invitation
- Write minutes
- Comments and review the minutes
- Review minutes
- Approve minutes
- Sign minutes
- Signed minutes
Click on the links above to get to the specific section or follow the guide step by step.
1. Plan a meeting
Plan a meeting
To plan a meeting, start by click "Meetings" then "Plan meeting" in the left menu. Then click the button "Plan meeting".
It is possible to create the meeting several months before it is to take place. Set title for meeting, 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 out 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.
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 a agenda from scratch, press "Skip" button.
Customize or edit agenda
The agenda is edited on the "Agenda" tab. To add more items, press the button "Add items".
You can change the order of the points by clicking and dragging the six dots on the far left of the point.
To fill in more information than just the title, click on the arrow. Then you can:
- fill in items 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, prepare minutes notes. When finished, click the button "Mark agenda as done".
Invite members to the meeting. Write a message if needed. It is possible to attach agenda as PDF in 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".
Should no invitation be sent, click on "Send no invitation" instead.
Start to write minutes for the meeting by pressing the button "Write minutes".
With this step, the system locks the agenda for editing and it is also not possible to send an invitation.
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.
If you want to add attendees who are not users, you click on "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 needs to at least be one reviewer and one secretary for the meeting.
In the next step, the minutes is edited item by item in the same way as in the agenda. Add more items if needed by clicking the button "Add item".
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.
You can preview the minutes in the "Preview" tab. When finished, click the button "Comments and review".
5. Comments and review
It is possible to request comments on the minutes from any user, or only adjusters.
To ask for comments from any user (not adjustment), click on the "Request comments" button.
All persons who are selected to comment on the minutes receive an email with a request to comment on the minutes.
Comment the minutes.
Mark minutes as done
When the minutes are done and ready for review, press the button "Mark minutes as done".
Send for review
When the minutes are ready for review, click the button "Send to reviewer".
It is possible to skip the adjustment, then click 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".
All people who are selected to review receive an email with a request to review the minutes.
The reviewer receives an email with a request to review the minutes. The reviewer click the link "Log in to Boardeaser to read and comment on the minutes" in the email to get to the review mode.
To write comments as an reviewer, click on "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":
- Changes needed: With this status, the reviewer requests that the secretary update the minutes according to the comments.
- Reviewed, minor comments: The reviewer approves the minutes but has still made some comments.
- Reviewed, no comments: The reviewer approves the minutes without comments.
When all reviewers have reviewed, the secretary receives an email with the respective reviewer's status. If one or more reviewer have entered comments, these should be reviewed. The secretary can then choose whether he wants to edit the minutes and possibly also send the minutes out again for review, or whether it should be presented for approval.
7. Approve minutes
When the review is completed, the minutes is available for approval. This can be done at the next board meeting or anytime before that. It is enough for a person to click on the "Approve" button for the minutes to be marked as approved. This person needs to have the right authorization level.
When the minutes are approved, an email is sent to every member who are signatory 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 with a request to sign the minutes. Click "Sign" next to your name to sign the meeting.
The e-signature is handled by our partner Assently. Sign by scrolling down to the bottom of the meeting minutes that are generated and clicking on the green "Sign now" button.
If necessarily, remind signatories to sign by clicking the button "Remind" next to the person who needs a reminder.
10. Signed minutes
When everyone has signed the meeting, or if the meeting is marked as signed, you find the meeting in "Meetings" then "All meetings" in the left menu - and then "Archived meetings" tab.