Click here to view this article in the brand new BoardPro interface.
Below is a step by step guide on how to distribute the board pack. This guide is part of a broader meeting management process, ensuring attendees are informed and materials are securely distributed.
On the Meeting Details page after finishing the Draft Agenda click on Publish Agenda.
You can do this from within the agenda as well
BoardPro will automatically begin to build the Board Pack for you.
In the confirmation box click "Email Board Pack" to send it out right away.
If you do not wish to email out the Board Pack right away, simply close out of the box and when you are ready, under Board Pack select Email.
In the email box:
Choose whom you send out the email to. Only individuals included as meeting attendees will appear as email recipients. If someone is missing, ensure they are added to the attendee list. If a person in your organisation does not have login ability, their status showing 'Invitation Pending' or 'No Access,' there will be an asterisk next to their name denoting that * This person does not have access and cannot receive the email. A person with the status of 'Executive/Guest' cannot have an email sent to them.
Personalize your greeting. Default greeting is "Hi" but now you can type in your own greeting and choose whether you add a first name, last name, both or none at the top of the email.
Add any additional comments in the comment box.
Tells you when the notice was sent and by whom. You can also verify who has received and opened meeting packs or agendas under the Email History section.
NOTES:
The Board Pack itself is NOT sent via email - they will receive a secure link to login and read the paper online. To ensure additional security, recipients must log in to access their materials and view them online. This approach safeguards sensitive information.