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Setting Up Your Organisation on BoardX

Setting up your organisation for success on BoardX in Settings

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Written by Irene

In this comprehensive help article, we will walk you through setting up your organisation on BoardX. We will cover allowing system access for help support, setting up your organisation's details, key information like the location of your company seal, and organising your user's onboarding so the transition to joining your organisation can be as smooth as possible allowing you to get the work down without the fuss.

BoardX Support Access

BoardX provides an option for its Support Team to assist you during onboarding and setup. By enabling this feature, you allow the team to access your tenant temporarily to help configure your account, ensuring a seamless onboarding process.

Benefits of Enabling Support Access

  • Efficient Setup: The Support Team can assist in configuring features such as the Meeting Archive, Committees, People Directory, and Governance Channels.

  • Expert Guidance: Get direct help from BoardX professionals, ensuring accuracy and optimal use of the platform.

  • Time Savings: Reduce the time spent on manual configuration by leveraging expert assistance.

How to Enable BoardX Support Access

  1. Log in to the BoardX platform.

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

  3. In the General Settings window, locate the External Access section.

  4. Check the box next to Enable BoardX Support Access.

  5. Click Save.

You have now enabled BoardX Support Access. This access can be turned on or off anytime by the Tenant Owner or Administrators.

Note: Support Access is only intended for onboarding or troubleshooting purposes. The BoardX team does not access your tenant without explicit permission.

Disabling Notifications

BoardX provides a "Disable All Notifications" option to prevent unnecessary emails or alerts during the onboarding process. This feature is particularly useful for admins who prefer to notify users only after the setup is complete.

How to Disable Notifications

  1. Log in to the BoardX platform.

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

  3. Open the General Settings window.

  4. Click Notifications.

  5. Check the box next to Disable All Notifications.

  6. A pop-up window titled Update Notification Settings will appear. Click Accept.

  7. Click Save at the top-right corner of the screen.

Important Notes:

  • When this option is enabled, all email notifications for tenant users are disabled.

  • To resend an invitation or notify users, admins must first re-enable notifications.

  • Notifications disabled during this period are not queued for future delivery.

  • If meetings are created while notifications are disabled, remember to manually notify invitees using the Meeting Notice feature.

For detailed instructions on sending a Meeting Notice, refer to the following guide: Meeting Notice Instructions.

Uploading Your Company Logo

Adding your organisation's logo to BoardX ensures branding consistency across system-generated documents, including agendas, board packs, and minutes. Only Tenant Owners or Administrators can upload or change the company logo.

Steps to Upload Your Logo

  1. Select Settings from the left-hand navigation bar.

  2. Under General Settings, click Logo.

  3. Click Upload a Logo and select an image from your local computer.

  4. Click Save.

Your logo will now appear on all system-generated documents.

Onboarding Tasks

BoardX simplifies the onboarding process for new board members with pre-configured and customisable onboarding tasks.

Managing Onboarding Tasks

  1. Navigate to Settings on the left-hand navigation bar.

  2. Click Onboarding under Board Workspace Settings.

  3. Review the default onboarding tasks, such as:

    • Filling out a profile page.

    • Uploading proof of identity.

  4. Use the toggle switch next to each task to activate or deactivate it. When the toggle is orange, the task is enabled for new board members.

Adding Customised Onboarding Tasks

  1. Click Add Template at the top-right corner of the screen.

  2. Fill out the fields in the pop-up window.

  3. Click Save.

  4. Activate the task by toggling it on.

Saving Company Details

Maintaining accurate company details in BoardX ensures easy access and security. Follow these steps to store your organisation's information:

  1. Click Settings on the left-hand navigation bar.

  2. Under General Settings, select Company Details.

  3. Click Edit before entering any information.

  4. Fill in the relevant fields:

    • CRN: Company Registration Number.

    • CHY Number: Registered Charity Number.

    • CRO ARD: Companies Registration Office Annual Return Date.

    • CRA ARD: Charities Regulatory Authority Annual Return Date.

  5. Click Save at the bottom-right corner.

Adding Auditor and Solicitor Information

Keeping your auditor and solicitor details updated in BoardX is essential for accurate records and effective communication. Here’s how you can add or update this information:

Steps to Add or Edit Information

  1. Navigate to Settings in the left-hand navigation bar.

  2. Open the Auditors/Solicitors section.

  3. To edit existing information, click Edit at the top-right corner.

  4. To add a new contact, click + Add Contact.

  5. Fill in the following fields:

    • Name: Specify the firm’s name.

    • Address.

    • Contact: Include the name of your primary contact.

    • Telephone.

    • Email.

  6. Click Save to store the information.

By following these steps, you can ensure that your professional contacts are well-organised and easily accessible in BoardX.

For additional assistance, don’t hesitate to contact our support team by clicking the orange icon in the bottom-right corner of your screen or emailing us at [email protected]

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