By default, BoardPro adds everyone from the People List when a meeting is created.
The People List includes all users associated with your BoardPro account.
The Attendees List is meeting-specific and shows who is attending that meeting.
To add an attendee:
Open the meeting.
Select Add from People List.
Choose the required users from the People List.
The person with Chair access is automatically listed first.
If someone is missing, see Missing attendees below.
Set the order of meeting attendees
To reorder attendees:
Select a name.
Drag it into the required position.
Edit meeting attendees in the minutes
You can edit attendance until the meeting is confirmed.
To update attendees:
Select Meetings from the left-hand menu.
Open the meeting.
Update the attendee list as required.
Confirm the changes.
From the Meeting details page, attendees and guests can be:
Moved up or down
Sent to apologies
Added
Edited with notes
Missing attendees?
If a meeting was created before someone was added to BoardPro, they will not appear automatically.
To resolve this:
Check they are listed on the People List.
If not, add them (see Adding People into BoardPro).
Open the meeting.
Select Add from People List.
Important: If the agenda has already been published, you must republish it for the attendee to appear.
External calendar integrations
BoardPro sends meeting invitations as calendar (.ics) files. Once downloaded, these are managed in the recipient’s external calendar (for example, Google, Outlook or Apple).
Updates made in BoardPro do not sync with downloaded calendar invitations.
Removing an attendee
Stops future BoardPro notifications and access.
Does not remove the meeting from their external calendar.
Attendees must delete the meeting from their own calendar if required.
Deleting a meeting
When a meeting is deleted:
A cancellation notification is generated.
You can send a cancellation email to attendees.
The cancellation email includes a cancellation event that helps attendees remove the meeting from their external calendars.
Note: Attendees may still need to manually remove the meeting from their external calendar.
Managing attendee access
Removing someone from the People List:
Removes their access to future meetings.
Prevents them appearing in future attendee lists.
If invitations are managed externally, you must also remove them from those calendar invites manually.
Stop notifications for one meeting
To stop someone receiving notifications for a specific meeting:
Open the meeting.
Remove them from that meeting’s attendee list.
They remain in the People List and can be added to future meetings.
Change a Board or Committee member in an existing meeting
Changes to the People List apply only to future meetings.
For an existing meeting:
Remove the person from the attendee list.
Re-add them under Guests if required.
This keeps historical records intact.