In BoardPro, a meeting's status controls which actions and options are available at each stage of the meeting lifecycle.
The following sections outline the different meeting statuses and how they affect your meeting workflow.
As shown above, each meeting moves through three Agenda stages and three Minutes stages.
The following sections explain each stage in more detail.
Agenda Stages
The Agenda stages cover the preparation and distribution of the agenda before the meeting. These stages are No Agenda, Draft Agenda, and Published Agenda.
No Agenda
The No Agenda stage indicates that a meeting has been created, but no agenda has been prepared yet.
The meeting date, time, and location may have been set, but no agenda content has been added.
Meetings can be scheduled in advance so board members receive a calendar invitation and can reserve time on their calendars. The agenda is typically prepared closer to the meeting date.
Draft Agenda
The Draft Agenda stage is used to prepare the agenda before it is shared with the board. During this stage, only certain roles can:
Add, edit, and delete agenda items
Organise items under section headings
Attach documents to agenda items
Share the draft agenda for collaboration.
Any PDF generated at this stage is titled "Draft Agenda".
Published Agenda
Once the agenda is ready to share, it can be published.
Publishing the agenda:
Makes the agenda available for board members to view online
Enables a board pack to be generated
Changes the PDF title from Draft Agenda to Agenda
The agenda can still be edited after it has been published.
If changes are required, select Edit Agenda, make the updates, and republish the agenda to distribute a new version of the board pack.
Note: BoardPro retains the original board pack until a new version is published. Any changes made to the agenda are recorded in the Changes Log.
Minutes Stages
The Minutes stages cover the creation, review, and confirmation of the meeting minutes after the meeting. These stages are Draft Minutes, Minutes in Review, and Minutes Confirmed.
Draft Minutes
The Draft Minutes stage is used to record what occurred during the meeting. Minutes can be created during the meeting or at any time afterwards.
During this stage, all agenda items and minute content can be edited. This allows the agenda to be updated to accurately reflect the discussions, decisions, and actions that took place during the meeting.
Only certain Roles can add and edit the Minutes. The PDF of the Minutes has the title "Draft Minutes" at the top.
If required, you can roll back the meeting to the Published Agenda. Any minutes already entered are retained and will reappear when the meeting is moved to the Draft Minutes stage again.
Note: BoardPro does not provide an option to hide draft minutes from Board Members. Minutes remain visible throughout the Draft Minutes and Minutes in Review stages.
Minutes in Review
When the draft minutes are ready for review, the meeting can be moved to the Minutes in Review stage by selecting Finish Draft Minutes.
At this stage, a PDF of the minutes can be distributed to meeting attendees and board members for review and feedback.
Note: The minutes can still be edited while in the Minutes in Review stage. If feedback is received, you can update the minutes without rolling the meeting back to Draft Minutes.
Minutes Confirmed
The Minutes Confirmed stage is the final stage of the meeting lifecycle.
Minutes are typically confirmed at a subsequent meeting. Once the minutes have been confirmed, the meeting is locked to preserve the approved record and ensure it remains unchanged from the version the board agreed to.