BoardX simplifies the process of building, customising, and managing agendas for all your organisational needs. This guide will walk you through creating agendas, adding sections and items, handling attendance, and managing attachment visibility.
Creating an Agenda
Open your BoardX dashboard.
Create a new meeting or open an existing one.
Click on Agenda in the top-right corner and then click Build. The Agenda Builder will open with three options:
Clone Agenda: Clone agendas within committees to reuse your favourite templates.When cloning another agenda, the structure and content from a previous meeting are duplicated, making it ideal for recurring meetings with consistent agenda items.
Template Agenda: Use basic templates pre-created by BoardX.
Blank Agenda: Build an agenda from scratch.
Select your preferred option. Once chosen, the agenda method will open, allowing you to start building your agenda.
Deleting and Rebuilding Agendas
If you accidentally select the wrong agenda while cloning or need to start over, you can delete the current agenda without affecting the meeting itself. Here’s how:
Open the meeting in BoardX.
Click the Agenda button.
Select the option to Delete the agenda.
Once the agenda is deleted, you can choose a different agenda template to rebuild it from scratch or use another existing agenda as a base.
This ensures that you can correct any mistakes without having to delete or recreate the entire meeting.
Adding Agenda Sections
To structure your agenda effectively, you can divide it into sections:
Click + Section on the left-hand bar in the Agenda Builder.
Fill in the name of the new agenda section.
To add a new section below an existing one, click + Section under the desired section.
To edit or delete a section, click the three dots next to the section header.
Note: When deleting a section, all items within it will also be deleted.
Adding Agenda Items
BoardX allows you to add six different types of agenda items to customise your meetings:
Confirm Minutes:
Select and adopt minutes from previous meetings.
View a list of minutes needing confirmation and choose the ones to verify.
Remember that you can't use this the first time you make an agenda. You can only use it once you've made minutes in the system.
For the first agenda please use a Standard agenda item to attach your minutes.
Interest Register:
Trustees can declare actual, potential, or perceived conflicts of interest.
Add new conflicts or select from a list of previously declared ones.
Standard Item:
For regular meeting items.
Define the item's purpose, select a presenter, and upload supporting documents.
Vote:
Record motions or resolutions requiring a vote.
Choose whether to display vote results anonymously.
Task List:
Display tasks from previous meetings.
Filter tasks by due time to stay organised.
Welcome and Attendance
For every meeting, BoardX automatically generates a Start Meeting section, including a Welcome item.
In the Welcome item, mark each person's attendance by clicking Select Option next to their name.
Like other agenda items, you can add minutes, edit the item's name, purpose, and author.
Managing Agenda Attachments
Some agenda attachments may contain sensitive information. Administrators can limit visibility for specific board members as follows:
In the Agenda Builder, click on the agenda item to which you want to attach a document.
Upload your attachments. For each file, a lock icon will appear.
Click the lock icon to view a list of invitees. Each invitee has a checkmark indicating access rights.
De-select the checkmark beside the invitee's name to restrict their access to the document.
Click Save.
When the agenda is published, board members with restricted visibility will not see the attachment in their meeting page or document centre.
Need Assistance?
If you require further help, our support team is here for you. Click the orange icon in the bottom-right corner of your screen or email us at [email protected]. We’re happy to assist!