Note: Only the Chair, Administrator, Board Secretary, and Senior Executive roles can edit the agenda.
After the agenda is published, you may need to add a late document or make a change to the agenda. Attachments are not included in the agenda document alone. Instead, they are included in the Board Pack, a comprehensive document that includes the agenda and all associated attachments. To access attachments:
Open the Board Pack for the specific meeting.
Locate the agenda items within the Board Pack—attachments will be linked or embedded accordingly. This ensures you have access to both the agenda content and any related materials in one place.
Follow these steps to ensure any agenda changes preserve all Board Member notes and annotations (if present) and carry them over to the new version of the board pack.
Republishing the agenda ensures any changes are incorporated into the downloaded agenda and Board Pack. This step ensures all updates are reflected across all shared formats.
Additionally, you can only make changes to agendas during specific meeting stages: either during the "Draft Agenda" stage or after reverting the agenda to "Published Agenda" status. This ensures all edits are properly reflected in the board pack.
Updating an existing document
From the Meeting Details page, click 'Edit Agenda' and find the agenda item with the document you want to update.
Ensure the Updated Document Has the Same File Name as the Original. Please don't delete the old document from the agenda item, as this will remove any annotations.
Upload the Updated Document. You can upload and replace the document with a new version (ensuring the latest version has the same file name). This will automatically replace the existing copy with the new version while preserving any existing annotations.
Republish your agenda: If you attach a document after publishing your agenda, then you will need to republish your agenda for that document to show in your board pack. For republishing: locate the Agenda sub-menu on the Meeting page (top right corner) and choose 'Republish.' This ensures all changes, including updates, are synchronized with the Board Pack.
Adding a new document
Open the agenda and go to the agenda item where you have to attach a new document.
Attach the document to the agenda item using the click-or-drop area.
To republish the Agenda on the Meeting page, look for the Agenda sub-menu at the top right and then click 'Republish.'Recompiling the Board Pack is also crucial to incorporate the updated agenda. If changes are not reflecting, manually republish using the BoardPro interface to ensure syncing.
Any agenda changes you make, including updated document(s), will be incorporated into a new version of the board pack, and all annotations will automatically carry over to the latest version. To verify that updates are reflected, always republish the agenda and recompile the Board Pack.
You can email the board a new board pack notice and mention your changes in the comments area, or republish without sending a notice.
Key Considerations
Plan your document uploads and updates during the "Draft Agenda" stage. This avoids unnecessary complications and helps keep the workflow streamlined.
Avoid Deleting the Original Document: Deleting and re-uploading a document will lose all existing notes and annotations, making it harder for board members to retain their feedback and edits.
Revisions Are Seamless with the same file name: Using the same file name as the original ensures the replacement is treated as an update rather than a new addition, allowing for seamless document management.
Republish your agenda: - If you attach a document after publishing your agenda then you will need to republish your agenda for that document to show in your board pack.
In conclusion, always use the identical file name when replacing documents in BoardPro to preserve annotations and ensure an efficient workflow for all team members.
If you have any questions, you are welcome to contact us via live chat.