Managing a workroom in BoardEffect

Workrooms are central work areas in BoardEffect where workroom administrators can prepare and manage meetings, resources, and collaborations specific to a Board or Committee.

Open a workroom

1. On the BoardEffect home page, on the left-side Navigation Bar, select Workrooms .

   The list of all available Boards and Committees displays.

   Note

   The list of Board or Committee workrooms that displays on the Workrooms menu on the Navigation Bar depends on your workroom membership and is controlled in Site Settings. System administrators can add or remove a workroom in Manage Workrooms and Groups.

2. Select the relevant Board or Committee to open its workroom. The workroom home page displays.

3. The workroom home page is organized in the following tabs:

   •  Home (Workroom home)

   •  Events (Calendar of events)

   •  Library (Workroom library)

   •  Collaborate (Tools to collaborate)

   •   Members (Workroom members)

4. The other main area of the workroom home page is the News, My Upcoming Events, and Activities section specific to the Board or Committee workroom.

The workroom tab

The workroom tab at the top holds the following options:

•  Home – Select this tab to add a Welcome message or create and publish News relevant to the members of your Board or Committee. You can also return to the workroom home page from any page within the Board or Committee workroom when you select the Home tab.

  Note

  In addition to the workroom Tab, the Welcome message, and News, the availability of the other sections in workroom home page is controlled by pending action items that you, other workroom administrators, or members have added under the Collaborate tab.

  The Events section in the Home tab enables you to access, review, and manage events. An indicator next to Events displays the number of upcoming events. This section has the following components:

  • Open calendar Select to open the calendar that displays past, current, and upcoming events. This option appears even when there is no future event that you need to review.

  • Export all Select the dropdown menu to export events or subscribe to events. This option appears even when there is no future event that you need to review.

  • Event card Displays the details of an upcoming event. On an event card, you can do the following:

    • Select the Open book button to open the Meeting Book Viewer page.

    • Select the dropdown menu of Export to export the event to Outlook or Google calendar.

    • Select the Book builder button to update the meeting book. Only System Admins and editors can update a meeting book.

    • Select the More options menu (three dots) to add attachments to an event, as well as to edit, copy, or delete the event.

•  Events – Select this tab to view and manage upcoming and recent events for a Board or Committee. Here, you can create a new event. You can also copy, export, or delete an event. Additionally, you can open the calendar of events, or open and add attachments related to an event.

  To learn more, see Creating and managing an event in a BoardEffect workroom.

•  Library – Select this tab to view and manage the workroom library specific to a Board or Committee. The workroom library holds required and supporting meeting-related documents which are organized into the following categories: Meeting Books, Handbooks, Book Templates, and Other Files.

  For each category, file-management options are available to add a new item or edit, copy, delete, or archive an item. Additionally, you can add or remove a library item from an event.

  You can also set whether the library item is visible to the workroom.

  You can view the item in Meeting Book Viewer or download it as PDF.

  You can also search the library items by name, event date, or the date an item was created or published.

  You can also go to Minutes and begin creating drafts or finalize minutes. When you select Minutes in a workroom library, you have the option to choose the workroom where you need access the minutes.

•  Collaborate – Select this tab to access and manage the workroom collaboration tools specific to a Board or Committee. The following tools are available: Scheduler, Polls, Surveys, Survey Templates, Discussions, and Tasks. By selecting the relevant tool, you can gather feedback and suggestions, collaborate on scheduling future meetings, and create tasks or action items for the Members.

  You can manage each tool and can create a new item, edit, copy, delete or archive an item. Additionally, you can add or remove members for whom the item is available or required, and, if applicable, set whether the collaboration item is visible to the workroom. You can also monitor the submissions, and, in case of Discussions, search the discussion board.

  Note

  The action items that you create here control what sections display in workroom home page for the workroom members.

•  Members – Select this tab to view and manage the Members list specific to a Board or Committee workroom. Here, you can add or remove members that serve on a Board or Committee. You can also send a message to members individually or grouped by categories.

  The members list displays each member's name, email address, and their role on the Board or Committee. If a member serves as Chair or is assigned workroom administrator or system administrator role, a corresponding icon displays on the member's row in the Status column. Use this section of the workroom to manage roles for chair, workroom or system administrator.

  Additionally, you can edit a member's user profile from here, including full profile details, resetting password, and deactivating user.

Add workroom members

You can create or edit the members list of a workroom by selecting Members on the Workroom Tab. In the Members tab, you can update an individual member's profile and manage workroom memberships. Additionally, you can send a message to workroom Members.

1. Select Workrooms on the Navigation Bar of the BoardEffect home page, then choose the relevant Board or Committee from the list. The workroom home page opens.

2. Select Members on the Workroom Tab.

3. To add or remove members for a Board or Committee workroom, select Edit Membership.

4. To send a secure message to members individually or grouped by categories, select Message Workroom.

5. The members tab also holds the Members list displaying each member's name and email address.

6. The members list also shows a member's Status or role on the Board or Committee. If a workroom member serves as Chair or is assigned workroom administrator or system administrator role, an icon displays on the member's row in the Status column as follows:

   •  Chair – Chairs the meeting.

   •  Workroom administrator – Can create and manage activities in a workroom, including news, events, collaboration tools, and members list, depending on permission settings.

   •  System administrator – Can oversee all activities and permissions in a workroom and in BoardEffect, including Site Settings.

     If a member is hidden from other workroom members, the Hidden icon displays on the member's row under Status.

7. To assign or edit a member's role in a workroom, select the Options icon to the far right of a member's row. You can edit a member's user profile by choosing one of the following:

   • View Profile

   • Edit Profile

   • Set Permissions

   • Reset Password

   • Contact User

   • Deactivate User

     You can also choose to hide the member from view here.

Edit a workroom member profile

You can edit a member's profile directly on the members list in a workroom. The member profile edit menu has two sections: the top section controls user profile settings, and the bottom section controls workroom role settings.

User profile settings

1. Select the Members tab in a workroom home page.

2. Navigate to the members list and choose the Options icon on the far right of a member's row. The Edit menu displays.

3. Select View Profile to see information about a member's contact details, assigned workrooms, term service, and additional details, such as giving level, demographics, user categories, and custom fields for your organization.

4. Select Edit Profile to edit the user account settings and contact informations.

   You can also assign member to workrooms, enter or update service term information and provide additional details, such as giving level, demographics, custom fields for your organization and user categories. Under Integrations, you can connect the user account with a user's GoToMeeting account. Under More, you can upload a member photo or resume.

5. Choose Set Permissions to set the access and permission rights for the member. You have the following options:

   • System administrator - User has full access and control of the entire BoardEffect site.

   • Mobile Only - User can only access materials from a mobile device.

   • Manage Files - Provides full access and administrator rights to the Resource Library.

   • User is Visible - Shows the user profile and activity to other members in designated workrooms.

   • User is Hidden - Hides the user profile and activity from others, except in designated workrooms.

   • Private Directory - Displays user profile information in the Private Directory of workrooms where the user is assigned. The user can only see those users in the Directory who are assigned to the same workrooms.

   • Deactivate Messaging - User cannot message other users directly from the BoardEffect platform.

   • Deactivate Resources - User cannot access the Resource Library.

   • View Only Books - User can only view Meeting Books in web viewer.

   Here, you can also add user to Workrooms or can Deactivate Profile.

   Note

   In View Profile, Edit Profile, and Set Permissions, you have quick access to the full member profile edit menu on the edit panel where you are making the edits. You can continue your edits by selecting the Options icon next to the individual profile name on any of the edit panels without having to go back to the members list.

6. Choose Reset Password to create a new password for the member.

7. Choose Contact User to send a message to the member directly from BoardEffect.

8. Choose Deactivate User when the member no longer serves on any of the Boards or Committees. This will prevent the user from logging in to BoardEffect, but will keep the user profile in the system, so you can reactivate it at a future date, if needed.

Workroom role settings

1. Select the Members tab in a workroom.

2. Navigate to the Members list and choose the Options icon on the far right of a member's row. The Edit menu displays.

3. In the bottom section, depending on the assigned role, choose one of the following options:

   • Make Admin - Member becomes workroom administrator for the designated workroom.

   • Make Chair - Member becomes Chair for the designated workroom.

   • Make Hidden - Hides member from other member's view in the designated workroom.

   • Remove Admin - Removes workroom administrator role for Member.

   • Remove Chair - Removes Chair role for Member.

Message the members of a workroom

You can send a message directly to users who have access to a specific workroom. Use the message feature to notify users about announcements or new materials in the workroom.

1. To send a message, navigate to a workroom, and then select Message Workroom on the top right side of the page.

2. The Send a Message dialog box includes several options to customize your message.

3. By default, each user with access to the workroom is included in the To: field.

4. To add new users, you can enter their email address in the Manually Enter Emails field, and then select the +Add icon.

   • To add a group of users, select the User Categories tab, and then select the +Add icon next to the group name.

   • To search for a specific user, select the People tab, and then enter their first and/or last name in the Search field. Select the +Add icon next to their name to add the user.

5. To remove a user from the To: field, select the x Remove icon next to their name.

6. To change the subject line of your message, select the Subject field and enter a new subject.

7. T o add a message, select the Message field and enter a new message. You can also copy and paste text in the Message field.

   Use the formatting options to change the layout and design of your message.

8. To send your message, select Send.

   Note

   After you message the workroom, you will receive an email that confirms the message was delivered.

News, my upcoming events, and activities

This area is similar to the Main Display area of the home page, except that it only holds information and activities related to the workroom that has been selected on the Workrooms menu . To learn more about the preview, edit, and action options for each section, refer to Administrator home page in BoardEffect.

Add news or an announcement to the workroom home page

Use the workroom News section to create and share announcements on the workroom page. Only users who have access to the workroom can view the announcement.

1. To view announcements, navigate to a workroom and select the Home tab. The workroom News section is on the right side of the page.

2. To add a new announcement, select the +Add icon next to workroom News.

3. From the New Message page, add a title in the Title field.

4. Enter your message in the Body field. You can also copy and paste a message.

   Use the formatting options to change the layout and design of your message.

5. Configure your announcement by selecting the checkbox next to the following options:

   • Expiration Date/Time: select a date to remove your announcement from the workroom.
   • Move to Priority Position: list your announcement at the top of the workroom News section. By default, announcements are organized by date (newest-oldest).
   • Add to Daily Digest: include your announcement in the Daily Digest email communication.
   • Share with all workrooms: add the announcement in the workroom News section of every workroom.

6. To post your announcement, click Submit.