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Creating and Managing Meetings

Creating, Editing, Canceling, and Sending Notifications for BoardX Meetings

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Written by Irene

Meetings come in various forms – formal or informal, open or closed, short or long. Whatever the structure, BoardX Meetings is designed to keep all members engaged, ensuring smooth communication and progress toward organisational goals.

This guide will walk you through creating, editing, and cancelling meetings, as well as issuing Meeting Notices.

Creating a Meeting

As a Tenant Admin or Member User, you can create a meeting by following these steps:

  1. Log in to your BoardX Meetings account.

  2. Select Dashboard from the left-hand navigation bar.

  3. Click the orange + icon in the top-right corner to create a meeting.

Providing Meeting Information:

When creating your meeting, you’ll need to input the following details:

  1. Title of the Meeting – Give your meeting a clear and relevant title.

  2. Date and Duration – Specify the date and time, along with the expected duration.

  3. Location – Indicate whether the meeting will be in-person, via Zoom, or another location.

  4. Committee – Add the relevant committee by typing its name.

  5. Adding Individuals:

    • To remove someone from the meeting, click the X next to their name.

    • To include individuals who are not committee members but will attend or present at the meeting, use the "Add Individuals to Meeting" section.

  6. Adding Guests:

    • To invite external guests, click Add Guest, then enter their name and email address. Guests will receive email notifications about the meeting but won’t have their attendance recorded or appear as presenters.

Once all details are complete, click Save and Continue.

Important Notes:

  • If you don’t add meeting guests or individuals in the appropriate sections, you won’t be able to save the meeting.

  • After creating the meeting, an email invitation will be sent to all invitees.

Sending Meeting Notices

Meeting Notices ensure all participants are informed and prepared, promoting effective communication and governance.

Steps to Send a Meeting Notice:

  1. Navigate to the Dashboard and locate the meeting.

  2. Click on your Board or Subcommittee and select the upcoming meeting.

  3. On the meeting page, click Notice.

  4. A pop-up window will appear. Use the dropdown menu to:

    • Select All Members.

    • Search for specific individuals by typing their names.

    • Include guests by selecting the relevant checkbox.

  5. Once all recipients are selected, click Confirm. A notification will be sent to notify invitees of the meeting.

Notes:

  • Only Tenant Owners, Tenant Admins, and Committee Admins/Owners can send Meeting Notices.

  • Notices are only available for future meetings and when general notifications are enabled.

Editing a Meeting

If you need to make changes to an existing meeting:

  1. Locate the meeting from the Dashboard or Home Page.

  2. Click into the meeting and select the three dots next to the orange Minutes button in the top-right corner.

  3. Choose Edit. A pop-up window will appear, allowing you to modify meeting details.

Cancelling a Meeting

To cancel a meeting:

  1. Open the meeting you wish to cancel.

  2. Click the three grey dots in the top-right corner of the page.

  3. Select Delete.

Once the meeting is deleted:

  • A cancellation email will be sent to all invitees.

  • The meeting will be removed from their calendars.

Need Assistance?

If you require any help while using BoardX Meetings, our dedicated support team is here for you. Simply click the orange icon in the bottom-right corner of your screen

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