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Meeting Attendees

From Adding to Updating -everything in one glance

Rajit Theodore avatar
Written by Rajit Theodore
Updated over 2 weeks ago

Meeting Attendees

By default, BoardPro adds everyone from the People List from the time the meeting was created.

  • If someone is not appearing on the Attendees List, please see the subsection on Missing Attendees.

The Person who has Chair access will automatically be listed first regardless if they are a Board Member or not.

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 has been confirmed, you will be able to edit the attendance in the minutes.

On the Meeting details page is the list of attendees and guests that are listed 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 about 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

  1. Check that they have been added to BoardPro on the People List Page

  2. If they are not on the list you can add them. See Adding People into BoardPro

  3. 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.

External Calendar Integrations

Behavior with External Calendars (e.g., Apple Calendar, Outlook, Google Calendar)

When you send out meeting invitations from BoardPro, recipients often download the calendar (.ics) file, which adds the meeting to their external calendars. It’s important to note:

  • Removing someone as a BoardPro attendee stops all future updates to that person (e.g., reminders, meeting materials).

  • However, BoardPro does not automatically remove previously sent calendar events from external calendars. To ensure calendar events do not persist:

  • Inform attendees to manually delete the event from their external calendars.

  • Changes in attendee lists within BoardPro (e.g., removing someone) do not synchronize with already downloaded calendar invites.

Managing Attendee Access and Notifications

Removing Someone from the People List in BoardPro

When you remove someone from your BoardPro people list:

  • They lose access to future meetings in BoardPro.

  • They will no longer be listed as meeting attendees for upcoming meetings created through BoardPro. However, if calendar invites for meetings are managed externally (e.g., Google Calendar), manually remove the individual from these external calendar invites. For example:

  • In Google Meet, navigate to the participant list, locate the person, and choose “Remove.” Repeat this process for each meeting invite.

Excluding Someone from Notifications Without Deleting Them

To exclude individuals from meeting notifications without permanently removing them from your contact list:

  • Navigate to the attendee list for the specific meeting within BoardPro.

  • Remove the person’s name from the attendee list for that particular meeting. As a result, they will not receive notifications, yet remain part of your contact database for future use.

Permanently Removing Someone

To completely remove someone from attending future meetings without affecting past meeting records:

  1. First, remove the individual as an attendee for any meeting you do not want them to attend.

  2. After completing these actions, access the People page in BoardPro and remove them entirely. This action will ensure they no longer appear in future meeting attendee lists while maintaining the integrity of past meeting records.>

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