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Upload historical meetings and minutes

  • Updated

If your board has minutes and decisions from previous meetings held outside Boardeaser, you can easily import them retrospectively as historical meetings. Any decisions you record during the import are automatically tracked in Boardeaser's decision follow-up, just like regular meeting decisions.

Good to know before importing:

  • File format: Minutes must be uploaded in PDF format (.pdf). You can upload multiple files at the same time.
  • Two-step workflow: Uploaded files initially appear under the Drafts tab. To make a meeting visible in the archive and document archive, you must click Edit and finalize it by clicking Create meeting.

Table of contents

1. Upload historical minutes (PDF)

  1. Click Meetings > All meetings in the left menu.
  2. Click the three dots icon (···) in the upper right corner and select Historical Meetings.
Click the three dots icon under All meetings and select Historical Meetings
  1. Click the Upload minutes button.
Click Upload minutes
  1. Select or drag and drop one or more PDF files into the upload area.
  2. Click Upload to transfer the files to the drafts list.
Click Upload to complete the file transfer

2. Enter meeting details and record decisions

Your uploaded minutes are now listed under the Drafts tab. To publish the meeting to the archive, follow these steps:

  1. Click Edit next to the uploaded minutes.
Click Edit under the Drafts tab
  1. Fill in the basic details for the meeting:
    • Meeting title (e.g., Board Meeting or Annual General Meeting)
    • Meeting number
    • Date
    • Place
  2. Add decisions (optional): Click the Add decision button to record decisions from the minutes. These will automatically appear in your organization's decision follow-up.
  3. Click Create meeting to finalize the import. (If you click Close, the meeting remains under the Drafts tab as an unpublished draft, where you can also click Create meeting directly.)
Click Create meeting to finalize the historical meeting

3. Find, edit, or delete a historical meeting

Once you click Create meeting, the meeting moves from Drafts to the Historical Meetings tab. At the same time, it becomes visible to the board under Meetings > All meetings > Archived meetings.

Historical meetings displayed under the Archived meetings tab

Edit or delete retrospectively

If you need to update details, add more decisions, or delete an imported meeting:

  1. Go to Meetings > All meetings, click the three dots icon (···), and select Historical Meetings.
  2. Open the Historical Meetings tab.
  3. Click Edit to modify the details, or click the red Delete button with an × to remove the meeting.
Edit or delete a historical meeting under the Historical Meetings tab