Meeting Attendees
By default, BoardPro adds everyone from the People List since the meeting was created. It is important to distinguish between the People List and the Attendees List.
The People List includes all users associated with the BoardPro account, whereas the Attendees List is meeting-specific and includes users marked as attending a particular meeting.
For example, to include a new attendee, go to the detailed meeting view, click 'Add Attendees', and select users from the People List. Ensure everyone critical to the meeting is represented.
If someone is not appearing on the Attendees List, please see the subsection on Missing Attendees.
The person with Chair access will automatically be listed first, regardless of whether they are a Board Member.
Set the order of the Meeting Attendees
To change the order click on the name and "drag them" into position.
Edit Meeting Attendees in the Minutes
Until a meeting is confirmed, you can edit the attendance in the minutes.
To edit attendees, select Meetings from your left hand menu and open the meeting to be updated, then update the attendee list, and confirm changes to ensure accurate minutes.
On the Meeting details page, there is a list of attendees and guests on the agenda. From this list, Attendees can be:
moved up or down in the list
sent to apologies
Add more attendees
Add notes that are pertinent to the attendees or
guests.
If the meeting was created before someone has been added to BoardPro, they will not automatically appear in the meeting attendees list
Check that they have been added to BoardPro on the People List Page
If they are not on the list, you can add them. See Adding People into BoardPro
Open the meeting and add them to the meeting using the Add from People List and select the name you need to add. Remember, you will need to republish the agenda for them to appear on the list if the board pack has already been made.
Even if someone is not included on the meeting attendee list, they still have access to the meeting and related data, as BoardPro operates with transparency by design.
External calendar integrations and managing attendees
How BoardPro works with external calendars
When you send a meeting invitation from BoardPro, recipients typically download the calendar (.ics) file. This adds the meeting to their external calendar (for example, Apple Calendar, Outlook, or Google Calendar).
It’s important to understand how updates behave once that invite has been downloaded.
What happens when you remove someone as an attendee
Removing someone as an attendee in BoardPro:
Stops all future updates to that person (including reminders and access to meeting materials).
Does not automatically remove the meeting from their external calendar.
If someone has already added the meeting to their personal calendar, they will need to manually delete it from their external calendar.
Changes do not sync back to external calendars
Updates made in BoardPro — such as removing attendees or changing the attendee list — do not sync with calendar invites that have already been downloaded.
This means:
Removing someone in BoardPro will not update or cancel an existing calendar invite in Google, Outlook, or Apple Calendar.
Attendees are responsible for updating or deleting meetings in their own calendars.
Deleting a meeting in BoardPro
When a meeting is deleted in BoardPro:
A cancellation notification is generated.
You can choose to send a cancellation email to attendees.
The cancellation email includes a cancellation event that helps attendees update or remove the meeting from their external calendars.
Even with a cancellation notice, attendees may still need to manually remove the meeting from their external calendar.
Managing attendee access and notifications
Removing someone from the People list
When you remove someone from the People page in BoardPro:
They lose access to all future BoardPro meetings.
They will no longer appear as an attendee for meetings created in BoardPro going forward.
If meeting invites are managed externally (for example, via Google Calendar), you will also need to remove that person from those calendar invites manually.
Example (Google Calendar):
Open the meeting invite.
Locate the participant in the attendee list.
Select Remove.
Repeat for each relevant meeting.
Excluding someone from notifications (without deleting them)
If you want to stop someone receiving notifications for a specific meeting, without removing them entirely:
Open the meeting in BoardPro.
Remove the person from the attendee list for that meeting only.
They will:
Not receive notifications for that meeting.
Remain available in your People list for future meetings.
This change applies only to the selected meeting and does not affect past or future meetings.
Permanently removing someone
To completely remove someone from future meetings while keeping past records intact:
Remove the person as an attendee from any meetings you do not want them to attend.
Go to the People page in BoardPro.
Remove the person from your People list.
This ensures:
They no longer appear in future meetings.
Past meeting records remain unchanged.
Best practices
Notify attendees promptly when meetings change.
Use BoardPro’s cancellation notices whenever a meeting is cancelled.
Regularly review attendee lists to ensure they are accurate.
Remind attendees that they are responsible for updating their own external calendars.
Can I change a Board or Committee member in an existing meeting?
Changes to your People list only apply to future meetings.
For an existing meeting:
Manually remove the person from the meeting’s attendee list.
Re-add them under the Guests field if they still need to attend in a different capacity.
This allows you to adjust attendance without affecting historical records.