Flying Minutes is a feature of the Premium and Ultimate Plans. If your board is on the Essentials Plan, you will not be able to use this feature.
What is a Flying Minute?
A Flying Minute lets your board make and record decisions between scheduled meetings. Also known as a circular resolution, it provides a simple way to request, review, and approve decisions without waiting for the next board meeting.
Who can be a host?
Only users with the Chair, Administrator, Board Secretary, or Senior Executive access level can create and host a Flying Minute.
Who can cast a vote?
Board members can cast their own vote, provided they have access to BoardPro and can log in to their account.
Where can I see Flying Minutes?
You can view your Flying Minutes on the Between Meetings page. Use the Type filter to display Flying Minutes only.
Where can I see the status of a Flying Minute?
Each Flying Minute card displays its current status: Discussion, Voting in Progress, Outcome Pending, or Closed.
While voting is in progress, you'll see whether you have already voted. If you haven't yet voted, a Vote button will be available.
Once the Flying Minute is closed, the decision outcome will be displayed.
Can I edit the Motion of a Flying Minute?
You can edit the motion while the Flying Minute is in the Discussion phase. Once it moves to Voting in Progress, the motion is locked and cannot be changed.
If the motion needs to be updated after voting has started, you'll need to create a new Flying Minute with the revised wording.
Once the Flying Minute is closed, you can edit the generated decision to correct minor errors, such as spelling mistakes. This updates only the decision—the original motion remains unchanged.
Note: Any changes to a decision should only be made with the knowledge and approval of the Chair and the Board.
Can I change my vote once I have voted?
Once you have submitted your vote, it cannot be changed, so please vote carefully.
If a voter accidentally selects the wrong option, the only way to correct this is to restart the Flying Minute or reopen the vote. If the vote is reopened, only members who have not yet voted will be able to cast their vote
My Board requires me to explain why I voted the way I did. How do I record that?
When casting your vote, you can add an optional comment explaining the reason for your decision.
What happens if I cannot cast my vote?
If you're unable to cast your vote, please contact the Chair or an Administrator for assistance. They can record your vote on your behalf, along with a comment if requested. Once your vote has been submitted, you'll receive an email confirming your vote.
You can request assistance by adding a comment to the Flying Minute or by contacting the Chair or Administrator outside of BoardPro.
Note: Only users who are listed as Board Members can vote on a Flying Minute. Administrators who are not Board Members can manage the Flying Minute but do not have voting rights.
Do you know if a vote can be opened early?
Yes. If the discussion has concluded, you can start voting before the scheduled time.
Click the countdown clock, select Start Now, and then click Update.
Can I close the vote early, even if not everyone has voted?
Yes, although this is generally not recommended, you can close a vote before the scheduled closing time.
If your Automation setting is 100% (the default BoardPro setting) and not all Board Members have voted, the motion will not pass.
If this happens, you can reopen the vote and assist the remaining Board Members in submitting their votes.
Can the vote be reopened?
Yes. If a mistake has been made, you can reopen a vote.
When a vote is reopened, Board Members who have already voted cannot change their vote. Only those who have not yet voted will be able to cast their vote, ensuring the integrity of votes already submitted.
Note: A vote should only be reopened with the full knowledge and agreement of the Chair and the Board.
Where can I find the decision of a Flying Minute?
The decision will be recorded in the Minutes of the next meeting when the Draft Minutes stage is opened.
All approved Flying Minutes are stored in the Decision Register.
Approved Flying Minutes can be downloaded as a PDF (and printed if needed) from the Decision Register
Can a Flying Minute be Locked?
Yes. Once a Flying Minute is complete, you can lock it to prevent any further edits or the vote from being reopened.
You can always unlock the Flying Minute as well.
How do I reverse a decision made in a Flying minute?
To change the outcome of a Flying Minute, you'll first need to set the outcome to be managed manually.
Go to Organisation > Settings > Quorum & Participation.
Under Flying Minute Outcome, select We will manually set the outcome.
Open the Flying Minute you want to update.
Click the context menu (three dots) in the top-right corner and select Re-open Voting. No notification will be sent to voters.
Click the pencil icon next to the voting timer.
Select Close Now, then click Update.
You can now manually set the outcome to Approved or another appropriate status.
This process allows you to override the automatic outcome and record the decision that reflects the Board's intended resolution. We recommend adding an explanation of why the outcome was changed, as this information will appear in the Board's main Decision Register and provide a clear audit trail.
Note: Changing the outcome of a Flying Minute should only be done with the full knowledge and agreement of the Chair and the Board to maintain an accurate governance record.
If a flying minute is approved, are the participants notified of the outcome?
No notification email is sent to participants when the outcome is recorded. Once approved, decisions made through Flying Minutes are automatically added to your Board's Decisions page. They can also be included in the minutes of the next scheduled meeting.
What is the difference between a Closed and Locked Flying Minute?
A Closed Flying Minute indicates that voting has finished. Administrators can still make limited changes, such as updating the decision or adding comments.
A Locked Flying Minute is fully finalised. Once locked, it cannot be edited, reopened, or commented on by any user.