How to: Create and Manage a Board Meeting

 

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Steps to Add a Board Meeting

Step 1: From the main menu, select the Boards module;

 

Step 2: On the Boards page, click on “+ Create Meeting” to start a new board meeting;

 

Step 3: You’ll be directed to the board setup page. Here, you can enter the following details:

• Assignee & Collaborators: Assignees and collaborators are existing contacts within your workspace;

• Entity: If the board is related to a specific organization or entity;

• Tags: Optionally, add tags to categorize or filter boards. You can either choose an existing tag or create a new one;

• Description: Provide a brief description of the board to clarify its purpose.

Step 4: Define Board Properties. You will now be prompted to set various board properties such as tasks, activity, documents and invoices.

 

• Tasks: This section allows you to create tasks within the board.

1. Click on “Tasks” to create tasks for the board;

2. Select “+ Add Task” to create a new task, or choose “+ Apply Template” to use a pre-built task template.

 

• Activity: This section allows you to communicate within the created board meeting.

1. Click on “Activity”;

2. Click on “Add Comment” to start a conversation. Use @ to mention someone, select their name from the list, and send your message;

3. You can upload reference documents by clicking the Upload icon;

4. To hide the conversation details and other details, click “Hide details”.
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• Documents: Upload any relevant files to the board meeting by clicking the Upload icon or simply drag and drop files.

1. Click on “Documents”;

2. Upload any documents or simply drag and drop a file.

 

• Invoice: This section allows you to upload any invoice within the created board. Please note this feature is only available for workspaces which have access to the e-billing module.

1. Click on Invoice and select “Start Invoicing!” to add invoice details.

 

 

Step 5: After completing the board properties, scroll down to the “Board Details” section. Here, you’ll find fields for additional information, such as:

• Meeting Date: Choose the date for the board meeting.

• Meeting Type: Select the type of meeting (e.g., in-person, virtual).

• Start Time: Specify the starting time of the meeting.

• Meeting Duration: Set the meeting’s expected duration.

• Timezone: Choose the appropriate time zone for the meeting.

• Address: If it's an in-person meeting, enter the meeting location.

Step 6: Set Virtual Meeting Options. If the meeting will be virtual, scroll to the “Virtual Meeting” section. Here, you can:

• Add a custom room link, or

• Connect to a meeting platform like Google Meet or Zoom to generate a meeting link automatically.

Once a meeting link is created, it will appear in the virtual meeting details.

 

 

Step 7: After completing the virtual meeting details, you’ll find the “Agenda” section. Here, you can add agenda topics and upload documents;

 

Step 8: As you scroll down from the Agenda section, you’ll find an option called “Board Packet”. Here, you can generate a comprehensive board packet with all the information entered above, and then choose to either download it or email it to members;

 

 

Step 9: Finally, after setting up the meeting, you can update various meeting details as follows:

• Minutes: Click the “Upload a file” to upload the meeting minutes after the meeting is held;

• Resolution: Upload the meeting resolution by clicking “Upload a file”;

• Attendance: Click “Add Attendee” to select invited meeting participants from your contacts.

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Communication via the Activity Tab

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Need Help?
If you have any questions or need assistance with a request, please contact your Customer Success Manager or reach out to the Traact Support team.