Annotating the Board Pack
Annotating documents is a feature available in the Premium and Ultimate plans of BoardPro.
If your Board subscribes to the Essentials plan, you can add annotations but will need to opt in for every meeting. Please review the article "Reading the Board Pack for Essential Plans."
Who can use BoardPro Notes?
BoardPro Notes is available to everyone listed on your organisation’s People page with login access, except for users with the Executive/Guest role.
Who can see my notes? Your notes are private and only visible to you.
No other users, including Administrators, Chairs, Board Secretaries, and BoardPro staff, can access your notes.
Can I share my notes? Notes are private to each individual and cannot currently be shared directly within BoardPro.
Am I able to download the Board Pack in its entirety?
Yes. You can download the Board Pack by clicking the Download button and choosing whether to include your notes.
If you cannot see the download icon, it may be because your organisation has disabled downloading and printing. Please speak to your Administrator or Chair about the Document Downloading and Printing Policy for your organisation.
Can I use BoardPro Notes offline?
No. BoardPro is a cloud-based platform and requires an internet connection to access meetings, documents, and features. If you need to review documents while offline, you can download the Board Pack, including your personal notes and annotations, and access it from your device without an internet connection.
How can I access BoardPro Notes from my desktop?
From the Meeting tab on the left navigation panel, click on Board Pack
Or, from the Meetings page, click anywhere on the meeting card to open the meeting. Then click Board Pack at the top right, and select View & Take Notes.
Can I print the Board Pack?
To print a Board Pack, you must first download it (provided downloading has not been disabled by your organisation).
Board Packs are downloaded as an A4 PDF. Once downloaded, open the PDF in your preferred PDF reader and use the available print settings to print the document.
We recommend using Adobe Acrobat Reader, which offers a wider range of printing options and settings.
Downloading the Board Pack will only include the documents themselves — your notes will not be included unless you
A standard Board Pack download includes only the meeting documents and excludes your personal notes or annotations. To download a Board Pack that includes your notes:
Open the Board Pack from within the meeting.
Click the Download button in the top-right corner.
Select one of the following options:
Board Pack Only – Downloads the Board Pack without your notes.
Board Pack with your Notes – Downloads the Board Pack with your personal notes and annotations included.
Choose the option that best suits your needs before downloading the PDF.
How long can I view my Notes?
Your notes remain available to you unless they are deleted by you or removed as part of your Board's Notes/Annotations Destruction Policy.
If your organisation has a destruction policy in place, notes will be retained and deleted according to the policy settings configured by your Board. Please speak with the Administrator or Chair of your board.
Are my Notes discoverable under the law?
In certain circumstances, a court may order that documents from your organisation, including notes and annotations made on a Board Pack, be produced as part of a legal or litigation process. To help organisations manage this risk, BoardPro provides a Notes/Annotations Destruction Policy. When enabled, this policy automatically removes notes and annotations in accordance with the retention period configured by your organisation.
Can I delete my Notes?
Yes, you can delete individual notes and annotations at any time.
Delete an Individual Note
Open the Board Pack or document containing the note.
Select Annotations from the menu in the top-left corner.
Select the annotation you wish to remove from the list.
Delete the annotation.
To delete all of your notes and annotations from a Board Pack:
Open the Meeting
Click on Board Pack from the top menu.
Select Delete My Notes.
Note: Deleted notes and annotations cannot be recovered.
A new version of the document has been added to the Board Pack, but I already made notes. Will I still be able to see them?
Yes, your previous annotations will carry over to the updated document.
Is BoardPro Notes available on all devices?
Yes. BoardPro Notes can be accessed on supported devices through your web browser, including desktops, tablets, and mobile devices.
For the best experience, ensure that you are using a supported device with the latest version of your operating system and web browser. Keeping your software up to date helps ensure optimal performance and access to the latest features and security updates.
Is there an app for BoardPro Notes?
Yes! For iOS users, you can find BoardPro Notes in the App Store. This free companion app lets you read and annotate the board pack directly on your iPhone or iPad.
Do my notes sync between the desktop version and the mobile app?
Yes, your notes will automatically sync between the desktop version and the mobile app.
My BoardPro Notes look different. Why can't I see the document thumbnails?
If you are using a smaller screen, such as a tablet or mobile device, the BoardPro Notes layout will differ from the desktop experience. You can still access all documents in the Board Pack by selecting the drop-down menu in the top-left corner of the screen.
If you cannot see the document list, try:
Maximising your browser window.
Zooming out in your browser.
Rotating your device to landscape mode (if supported).
These adjustments may help restore the side panel and provide easier access to the Board Pack navigation menu.
Note: You can navigate between documents by scrolling, even without thumbnails.
Can I make BoardPro Notes full screen on my desktop?
Yes. To maximise your viewing area, click the Expand Screen icon in the top-right corner of the Board Pack.
This will expand the document viewer, giving you more space to read documents, navigate the Board Pack, and add annotations with fewer on-screen distractions.
To close full screen, click the same button to return to standard size.
I only see a large coloured box when I annotate. What is happening?
If your annotations are not visible, their colour may match the document's background colour.
Before adding annotations, check that your selected highlighter or pen colour contrasts with the page background.
If your annotations are still not appearing, try the following:
Refresh your browser.
Clear your browser cache.
Reopen the Board Pack.
These steps may resolve display issues and restore visibility of your annotations.
To change the background colour, click the down arrow next to the colour option and select a new colour, no colour, or adjust the colour settings as needed.
My document has many pages. Is it possible to see an overview of where I have annotated?
Yes. To view an overview of your annotations, click Annotations in the top left menu.
You can then select any note from the list to jump directly to that annotation.
Troubleshooting Annotation Issues
If you encounter issues when attempting to make notes or annotations on BoardPro documents, follow these basic troubleshooting steps:
Refresh Your Browser: Sometimes, browser glitches can prevent annotations from being applied.
Clear Your Browser Cache: Clearing your browser cache may resolve underlying issues that are impeding functionality.
Check Your Internet Connection: A weak or spotty connection might affect application performance.
Restart BoardPro or Your Device: Restarting the application or device can resolve temporary glitches.
These general steps should resolve most issues with annotations in BoardPro documents. If problems persist, please contact the support team for more in-depth assistance.
Is there a search function?
Yes. Click the magnifying glass icon on the toolbar to search by keyword.
BoardPro will scan the entire board pack and show how many times the keyword appears. You can then use the arrows to move through each instance to find the section you need quickly.
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