Once your Draft Minutes have been completed and moved to the Minutes in Review stage, you can email them to people on your People List.
For security reasons, BoardPro does not send the minutes as an email attachment. Instead, recipients receive a secure link that allows them to log in and view the minutes online.
To email the draft minutes:
Go to the Meeting Details page.
Click the Minutes drop-down menu.
Select Email.
Board Members are selected by default when emailing Minutes in Review. You can also select Non-Board Members who have access to the meeting documents if you would like to include them in the email.
Note: Both Draft Minutes and Minutes in Review can still be edited by users with the appropriate permissions. The minutes become locked only after they have been confirmed.
If you want to email the Minutes in Review to the board as part of your post-meeting workflow, use Post-Meeting Tasks instead. When the Post-Meeting Tasks window appears, click I'll do these now, then select Minutes.
Here's how it would read with the note placed directly under Step 1:
Select the recipients you would like to email.
Personalise the greeting. By default, the greeting is "Hi," but you can enter your own greeting and choose to include the recipient's first name, last name, or both.
Add any additional comments in the Comments field.
Click Send.
After the email has been sent, BoardPro displays the date and time it was sent, along with the name of the person who sent it.
Note:
When emailing the Minutes in Review, if a person does not have login access to BoardPro and their status is Invitation Pending or No Access, an asterisk (*) will appear next to their name. They cannot be selected as a recipient until they have login access.
Only people on your People List who have access to the meeting documents will appear in the Send to list.
People with an Executive/Guest access level cannot receive the email.
You can still edit the minutes up until they are confirmed. If you email the minutes with the changes, you must follow the same steps.
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