Below is a step by step guide on how to distribute 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 immediately send it out.
If you do not want to email the Board Pack right away, simply close out of the dialogue box and, when you are ready, select Email under the Board Pack sub menu.
This same process applies if you need to re-send a pack notification after republishing it with updates.
In the email box:
Choose who you send the email to. If a person in your organisation does not have login ability, their status shows Invitation Pending or No Access, there will be an asterisk next to their name denoting that * This person does not have access and cannot receive the email. A person who has the access level of Executive/Guest cannot have an email sent to them - use the "Share Board Pack" option for these users instead.
Personalize your greeting. The default greeting is "Hi," 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
NOTES:
The Board Pack itself is NOT sent via email—they will receive a secure link to log in and read the paper online.
When a board pack is republished, any annotations or notes made by users will carry through, provided that the original document and the agenda item linked to that document are not deleted.