If the date or time of your meeting changes, you can easily update it in BoardPro
On the Meeting Details page, the following roles can change the date or time of a meeting: Administrator, Board Secretary, Chair or Senior Executive.
The meeting can be updated, whether it is in the future or the past, as long as the minutes have not yet been confirmed.
You can choose:
a future placeholder date to keep the meeting visible
A past placeholder date to temporarily remove the meeting from active reminders.
To change the date, click it and use the arrows to change the year or month.
To change the start or end times, click on the hour or minutes to change them. Enter the new time (note: time must be 1-12 hours). To update the am/pm, click on it.
Use the checkmark to save.
Important: If you have published your meeting's agenda you'll also need to republish it so that the updates show in your agenda and board pack.
Notifying the board of a meeting change
If you change the date or time of a meeting, or postpone it without confirming a new date, you should notify the board. Sending a notice ensures all board members are aware of the change and reduces the risk of confusion.
Update the meeting title or add a note to confirm that the meeting has been rescheduled.
This makes the meeting status clear and helps board members understand what action, if any, is required.
Update the meeting when the new date is confirmed
Once a new date has been agreed:
Edit the meeting date and details.
Notify attendees of the updated schedule.
FAQ's on Changing the Meeting Date or Time
Can I reschedule the meeting if we missed the deadline and it's already in the past?
You can change the date or time until the minutes are confirmed.
Can I change the date/time before I create the Agenda? Yes. Please follow the steps above. When you are ready, you can create your agenda. If you haven’t sent out the meeting notice yet, you only need to update the meeting time in BoardPro, and the correct time and date will be included when the notice is sent.
If I change the meeting date, time, or remote link, will the attendees be automatically notified, and will their calendars be updated? No, the updated details will not be sent automatically. You need to issue another meeting notice with the updated details.
Use the Notice Tab to send a meeting notice with an updated calendar file. Recipients can download this and add it to their preferred calendar to reflect the updated details. When a new meeting notice is sent after rescheduling, it will only include the updated time and date. The agenda and board documents are not automatically included and must be sent separately if required.
When participants accept the updated meeting invite, their calendars will automatically reflect the new date and time. However, some systems, like Outlook, may require "manual" updates by re-adding the calendar event.
On your Meeting Details page, change the date/time
If the Board Pack has been published, republish it
Send a reminder with a comment detailing the change or any other pertinent information in that email notice.
When your Board receives the new notice, their calendar:
Gmail will automatically be updated.
Outlook, you must "re-add" to your calendar to overwrite the old date/time.
Other email platforms may need to open the attached Calendar. ics file to update their calendars/ Additionally, attendees can log in to BoardPro and view the meeting homepage, where the updated link will be visible.
If I remove meeting attendees, will they be automatically notified, and will their calendars be updated?
No. Because any attendees you have removed no longer appear on your meeting page, they will not be notified when you send out an updated notice, so you will need to let them know outside of BoardPro, e.g., through email. If the meeting is postponed indefinitely, use a placeholder date. Communicate this placeholder date clearly to ensure attendees understand it is temporary.
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