Meeting function - step by step guide

The meeting function consists of 7 steps - from planning to archiving. Below is an overview of each step and what you need to do.

The system autosaves your work on an ongoing basis, so you don't have to worry about losing anything.

Step 1: General

Here you enter basic information about the meeting: meeting name, date, time, description and location (digital or physical).
The system automatically adds all users on the account as suggested attendees - these can be easily edited if needed.

You can also add external participants by manually filling in their details, for example for annual general meetings or supplier meetings.

Upload any meeting attachments that are not linked to specific items (e.g. notice of meeting or annual report).

📎 Annexes belonging to specific agenda items are uploaded in Step 2: Agenda.

Step 2: Agenda

In this step, you create the agenda for the meeting.

The first time you use the feature, you create the agenda from scratch.
After that, you can easily copy an agenda from previous meetings or use your own template.

💡 Tip: To create a template - conduct a meeting and name it for example Board meeting - template. You can then reuse that structure.

When you open an agenda item, you can fill in:
Item number, Title, Duration, Item type, Rapporteur, Description and attach files.

The files are automatically included in the invitation and the minutes.

You can reorder or move files using drag-and-drop or using the arrows - as you move points, the number order is automatically updated.

Step 3: Invitation

Here you prepare and send the invitation to participants by email. The invitation contains:

• Name, date, time and place of the meeting

• Any notice or instruction

• Agenda (automatically attached as PDF)

• Annexes attached to the meeting or items

The mailing also includes an RSVP/Attendance check, where participants can accept or decline. This is automatically compiled and displayed later in Step 4: Minutes.

📅 The participant can also add the meeting directly to their external calendar, such as Outlook, Google Calendar or Apple Calendar.

Step 4: Protocol

Here you document the conduct of the meeting.

1. Start by removing the people who are not present.

2. Select the chair, minute-taker and verifiers - these are automatically included in the PDF minutes.

3. Open each agenda item and write down notes, decisions and any changes.

🔎 Items with item type Decision are automatically logged in the Decision Log (under Meetings → Decisions) when the meeting is over - perfect for follow-up!

Once the meeting is over, you can choose:

Step 5: Adjustment

The chair and the verifiers receive an email with a direct link to the minutes. There they can:

• Approve without amendments

• Submit amendments

• Withdraw its approval if something needs to be adjusted further

✍️ Tip: The Chair can also make corrections directly in the text of the minutes, not just the minute taker.

The minute taker is then notified of any changes and can update the minutes. Once all the points have been addressed, the minute taker clicks on Approve minutes.

🔔 If necessary, the system can send reminders to adjusting parties.

Step 6: Signing

In this step, the completed protocol is sent for e-signature.

• Add the people who will sign (users are automatically suggested).

• If BankID is used, the user is required to have a registered social security number (under My Profile) or to enter it manually.

• Attachments to be included in the signed document are added under Attachments.

When the signing has started:

• Reminders can be sent out

• Check the names and social security numbers of all signing parties if you have problems starting the process

Step 7: History

Here you can find a complete overview of all meetings and related documents.

You can easily:

• Search meetings by time, year, type or status

• See documents, list of participants and decisions

• Find previous minutes and annexes

The first view shows the columns:

No. | Type | Name | Date | Participants | Description

How to create and conduct a video meeting via the Board Portal

Start by clicking on Create video meeting. Fill in the meeting name, date and time, and a description if you want. Add participants by selecting from the user list or manually entering their details. Once all the information is filled in, click Save to create the meeting.

After the meeting has been saved, you can send out an invitation directly from the Board Portal via email to the participants. A meeting link is automatically generated and can also be shared with external people who do not have an account in the portal.

The meeting starts as soon as at least two participants have joined. During the meeting you can:

Share screen via the Share button. You can choose to share:

A browser tab
A specific window
Your entire screen

Send reactions, such as raising your hand, via the Reactions button.

Chat with other participants by clicking on the Chat button.

💡 Tip!
Open the video meeting in a separate tab by clicking on the meeting link. You can then have one tab with the video meeting and one with the Board Portal, allowing you to navigate around the portal while the meeting is in progress - for example, to view documents, minutes or decision papers.

Keep in mind that meeting consumption is calculated based on the number of participants multiplied by the length of the meeting.
Example: A meeting of 60 minutes with 5 participants counts as 300 minutes.

How to set up an annual planning in the Board Portal:

To add a planned activity to the annual planning, click on "New activity". Enter the name of the activity, the start and end dates and the start and end times. Once the activity is created, you can assign responsible persons who will automatically receive reminders by email and SMS before the activity.

To create a clear overview, you can use color coding, which makes it easy to distinguish different types of activities. If you want to make planning even easier, you can set recurring activities, such as monthly meetings or reporting points, to repeat automatically.

You can also synchronize the annual planning with your private calendar by linking the board calendar to, for example, Outlook or Google Calendar via iCal.

How to manage documents and folders in the Board Portal:

To create structure in your document management, start by clicking on "Create folder". This will help you organize your material in a clear and concise way.

To upload files, you can either drag and drop them directly from your computer, or click on "Upload file". For larger amounts of data, use "Upload folder". Please note that the maximum size for a single upload is 500 MB - if the folder is larger it will need to be split into smaller parts.

You can edit the documents you upload directly in the portal. You can rename, delete, preview or password protect them - all in one place. It's also easy to move files between folders using drag-and-drop.

If you want to share documents, you can send them to both internal and external people - and choose to make them available for a limited period of time. If necessary, you can also activate automatic deletion to keep things tidy and avoid leaving old files lying around unnecessarily.