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Flying Minutes is a feature with the Premium and Ultimate Plans. If your board subscribes to the Essentials Plan then you will not be able to see Flying Minutes
The default setting for Flying Minutes is to automatically calculate an outcome based on 100% participation of members on the People List of your board or committee.
Sometimes the outcome of a Flying Minute may need to be changed to accommodate something unexpected such as adding more time to the vote or someone is unable to vote.
You can change the settings that determine how the outcome is calculated then 're-open' the Flying Minute to apply the new settings and recalculate the outcome.
For instance, this feature may be needed when a resolution isn’t fulfilled due to a lack of participation, such as when only a few directors have voted.
First, change the main Flying Minute settings under the Organisation Settings tab > Quorum & Participation > Flying Minute area. Change the Flying Minutes Outcome to 'we will manually set the outcome'.
Next, go directly to your Flying Minute to 're-open' the vote. Click the three dots on the right and select 'Re-open Voting' (don't worry no one will be notified the vote has been reopened).
Lastly, click the 'pencil' icon that appears on the countdown and select 'Close Now' and click 'Update' to close the vote immediately.
This will close the vote and 're-trigger' the outcome based on the new 'manual' settings. You can now manually 'set the outcome' of your Flying Minute.
Managing Notifications in Flying Minutes
Sending Reminder Emails to Non-Voters
Once voting has been reopened, you can send reminders to participants who haven’t yet voted:
Click on the three dots (⋮) next to the specific Flying Minute.
Select Send Email from the dropdown menu.
Notifications will be sent exclusively to those who haven’t cast their votes yet.
Contacting Specific Board Members
To manually send an email to selected board members:
Open the Flying Minute in BoardPro.
Click on the three dots (⋮) in the top-right corner.
Choose Send Email.
Use the dropdown menu to select or deselect individuals from the recipient list.
Confirm and send your email.
Understanding Automatic Reminders
BoardPro automates specific reminders for voting in Flying Minutes:
When Voting Opens: An automatic email is sent to all participants as a prompt to cast votes.
Before Voting Closes: A reminder is automatically sent two hours before the voting deadline to encourage participation.
Additionally, you can manually send reminders using the steps above.
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