Managing Meeting Books in BoardEffect

A Meeting Book consists of an agenda and supporting documents. This topic provides an overview about preparing materials, managing the agenda, adding documents, and updating users as you create a Meeting Book.

In this topic:

• Meeting Book definitions
• Preparing a Meeting Book
• Creating an Event
• Uploading files
• Building a Meeting Book
• Sending updates to users

Meeting Book definitions

The following terms are used to describe significant components of the Meeting Book.

• Meeting Book: a Meeting Book consists of an agenda and documents that are provided by staff and Board members to prepare for a meeting, retreat, or other scheduled session.

• Documents: documents are the files and attachments that support specific agenda items in the Meeting Book. You can upload various types of documents, including those created in Microsoft Word, PowerPoint, Excel, and Adobe PDF.

Preparing a Meeting Book

Before creating a new Meeting Book, you can take the following steps, so it is easier to save and identify documents.

• Create a new Event to save your Meeting Book.
• Craft an agenda for the meeting.
• Prepare the documents for upload in BoardEffect.
• Add extra security to sensitive agenda items.
• Send a notification to the users who will review the Meeting Book.

Creating an event

You can create an event in order to save the Meeting Book and its supporting documents in one location.

1. To create a new event, access the Events page and select New Event.

2. Enter a Title, add event details, and then modify the Guest List.

3. To configure the Event, add a cover page, enter the agenda information, and change the Advanced Settings.

4. To add a Meeting Book, select Attach or Create on the event card, and then select Create Book.

Uploading files

After you create an agenda you can upload supporting documents and files.

1. To organize the agenda, add Main Categories and Subcategories.

2. You can upload files in each category.

3. To send a request to other users to review the agenda and documents, create a workflow.

Building a Meeting Book

After you organize the agenda and upload files, you can build a Meeting Book and make it visible. This section explains how to build the book, download it, and edit the content.

1. Open the Meeting Book, and then select Build Book . BoardEffect converts the agenda and documents into an Adobe PDF document.

2. To download the Meeting Book, select Download Full PDF.

3. To edit the content, open the Meeting Book, and then select Edit Book. You can manage the files, enable shared notifications, and finalize the workflow.

Sending updates to users

When you are ready to publish the Meeting Book, send an update to users.

1. To send a message to workflow users, open the Meeting Book, and message approvers.

2. You can create a news announcement to share an update on the workroom page.

3. To message all the users in a workroom, you can send them a direct notification through BoardEffect.