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Importing Meetings

How to import meeting documents into BoardPro

Written by Vicki van Eeghem
Updated over 2 weeks ago

If you want to add your last meeting minutes to BoardPro or import historical minutes, there are several options.

Option 1. Recreate the Meeting

This option involves recreating the original meeting in BoardPro.

  1. Add a new meeting

  2. Build the agenda. You can edit the agenda to include the original agenda items (titles, presenters, and supporting documents).

  3. The next step is Publishing the agenda to generate the board pack. Because this is a past meeting, do not email the notice to your board.

  4. Take Minutes. Minutes in BoardPro are divided into Notes/Decisions and Actions. Any approved decisions or assigned actions will automatically populate the Decision Register and Action List pages.

  5. Finish the Draft Minutes and complete the Post-Meeting Tasks. This includes scheduling the minutes for confirmation at your next meeting

Benefits

  • Uses BoardPro’s Smart Agenda Items, particularly when confirming minutes at the next meeting

  • Automatically adds actions and decisions to the relevant registers

Consideration

  • Depending on the size of the agenda and minutes, recreating the meeting may take time

Option 2: Upload as a historical record

You can upload previous agendas and minutes to the Governance Documents area.

Think of Governance Documents as your board’s document library. Here, you can:

  • Upload past agendas and minutes

  • Organise them into folders and subfolders

  • Keep them as standalone files

  • Restrict folder access to board members only

Benefit

  • Documents are quickly added and easily accessible

Consideration

  • This option does not contribute to BoardPro’s meeting workflow (actions, decisions, confirmations)

Option 3: Hybrid approach

This option combines elements of both methods.

  1. Upload your meeting documents to a Governance Documents folder.

  2. Add a new meeting.

  3. Remove all agenda sections except three. Rename them:

    • Action Import

    • Decision Import

    • Original Documents Added to BoardPro

  4. Attach the original documents as supporting documents.

    You can either:

    • Add them from the Governance area, or

    • Link them directly from the folder to the relevant agenda item.

  5. Take minutes.

    Enter actions under the Action Import agenda item and decisions under the Decision Import agenda item.

Adding actions and decisions in this way will trigger the relevant workflows in BoardPro and allow the meeting to be confirmed at the next meeting.

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