On your Meeting Details page, an Administrator, Board Secretary, Chair and Senior Executive can change the date or time of a meeting, whether in the future or the past, as long as the Minutes have yet to be confirmed.
When postponing meetings without confirmed dates, you can set a placeholder date on the Meeting Details page. This placeholder can be in the future to keep it visible or in the past to temporarily remove it from active reminders.
Click on the date to change it. You can use the arrows at the top to change the year or month.
You can click on the start or end times to change them.
Click on the hour or minutes to change them. Type in the new time (note time can only be 1-12 hours). To update the am/pm, click on it. Click the tick to save the change.
Postponing Meetings Without a Confirmed Date
Set a Placeholder Date: Temporarily schedule the meeting on a placeholder date that can be easily updated once finalised. A future placeholder ensures its visibility, while a past placeholder removes it from active calendar views.
Communicate Clearly: Update the meeting title or use notes to reflect its postponement status.
Update When Ready: Revise the meeting details once a new date is confirmed, ensuring all attendees are informed.
FAQ's on Changing the Meeting Date or Time
Can I change the date/time if we missed the meeting date and it is 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 or 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 manually 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 included automatically and need to be sent separately if required.
When participants accept the updated meeting invite, their calendars will reflect the new date and time automatically. 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 meeting 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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