Below is a step-by-step guide to distributing the board pack. Unlike some automatic notification systems, BoardPro prioritizes user control over distribution, so board packs are not automatically sent to recipients.
On your Meeting Details page, after finishing the Draft Agenda, click on Publish Agenda.
You can do this from within the agenda as well
BoardPro will automatically begin to build the Board Pack for you.
Note that BoardPro does not automatically notify board members when a Board Pack is published - you must manually send notifications.
In the confirmation box, click "Email Board Pack" to send it out immediately.
If you do not want to email the Board Pack right away, simply close the dialogue box and, when you are ready, select Email under the Board Pack sub-menu. This same process applies if you need to resend a pack notification after republishing it with updates.
In the email box:
Choose who you send the email to. Board Members are automatically listed but click on the down arrow to see the list of all people on your board. Note: people who do not have login access will not be able to have the board pack notice sent to them. As well, people with an access level of Executive/Guest cannot as they have not read access to your documents. See Below in FAQ's how to send notices in these scenarios.
Personalize your greeting. The default greeting is "Hello," but now you can type in your own greeting and choose whether to add a first name, last name, both, or none at the top of the email.
Add any additional comments in the comment box.
Tells you when the notice was sent and by whom
Pro-Tip
Use the Email History to verify who has been sent the Board Pack notice and the status of the email.
FAQ's
Does BoardPro email out the whole pack?
No. Only a notice is sent that the board pack is now available. The notice contains a secure link to log in and read the paper online.
How can I share the board pack with people on my People page who do not have login access?
If a person has been added to your People Page and has any access level but an Executive/Guest, the only option is to download the board pack and email it to them outside of BoardPro. You can also resend the invite, then resend the board pack notice to them.
Can I share the board pack with people who are not on the People list page or with someone who has Executive/Guest access?
Yes, you can use the "Share Board Pack" option.
If I need to republish a board pack do I need to resend a notice?
The choice is yours but if so follow the same steps as with sending the original. Please note, any annotations or notes made by users will carry over from the first board pack to the republished version, provided that the original document and the agenda item linked to it are not deleted.