Flying minutes are a critical component for decision-making within BoardPro. Understanding how they function, how to adjust their settings, and how to resolve potential issues can help ensure smooth workflows for board activities.
Overview of Flying Minute Settings
Flying minute settings in BoardPro allow you to customise how decisions are processed. The settings you choose will apply only to future flying minutes and will not alter historical information or previously approved flying minutes.
For example, if you change the settings to manual or automatic, the change will apply only to future entries without affecting past decisions.
Manual vs Automatic Configurations
Automatic Configurations
If you use automatic settings for flying minutes, outcomes are determined based on predefined rules set within your organisation's configuration.
Changing back to automatic settings after manually selecting an outcome for a specific flying minute will not change the outcome for that minute. Future flying minutes will follow the newly configured automatic rules.
Manual Configurations
When using manual settings, you must set the outcome for a flying minute before you can view individual board members' votes. This helps ensure procedural compliance and clarity in the decision-making process.
Troubleshooting Common Flying Minute Issues
Flying Minute Not Marked as Approved
If all directors have approved a flying minute but it is not shown as passed in the system:
Verify your organisation’s quorum and participation requirements, as these may affect the automatic calculation of status.
Change the setting from automatic to manual.
Reopen and close the flying minute, then manually set it as approved.
Finding Automation Settings
If the automation settings for flying minutes are not visible:
Navigate to Settings.
Select Quorum & Participation.
Open Flying Minutes.
Flying Minute Missing from a Board Meeting
If an approved flying minute does not appear in the next board meeting:
Open the Close Meeting agenda item.
Check whether the option to include the flying minute was unselected when progressing the meeting from Published Agenda to Draft Minutes.
If the flying minute was excluded during the meeting progression, rolling the meeting back and progressing it again will allow it to be included. To resolve this:
Roll the meeting back from Draft Minutes to Published Agenda.
Move the meeting forward again to Draft Minutes.
The system will prompt you to include the flying minute again.
Also check the previous meeting as the Flying minutes may have been included in an earlier meeting's minutes.