Create a New Boardroom Meeting

Set up administrative and planning meetings directly through your website, notify all attendees via community e-mail message, and supply files and forms in advance of the meeting date.

  1. Click on the “Membership” tab on the vertical Dashboard menu at the left side of the screen.
  2. Click on the “Boardroom” tab.
  3. In the “BOARDROOM” window that opens, click on the “+Schedule New Meeting” button at the top right.
  4. In the “SCHEDULE BOARDROOM MEETING” window that opens, type a descriptive name for the item in the “Meeting Name” box.
  5. Click on the “Meeting Organizer” dropdown menu and select a name from the list. This person will create and edit official meeting notes. Note that only the names of people with admin status appear in this dropdown menu.
  6. Click on the “Boardroom Manager(s)” dropdown menu and activate the checkbox in front of one or more names from the list. This role is responsible for editing meeting parameters before and during the meeting. Note that only the names of people with admin status appear in this dropdown menu.
  7. Click on the “Meeting Date” box to reveal a calendar from which to select the date of the meeting.
    • To change the month, click on the forward and back arrows at the top right corner of the calendar window.
  8. Click on a date to select it. Click on the “Set” link at the top right corner of the window to close the calendar, and return to the “SCHEDULE BOARDROOM MEETING” window.
  9. Click in the “Meeting Start Time” box to set the time at which the meeting will begin. Use your pointing device to scroll through the hours, minutes, and AM/PM indicator to select the desired start time.
  10. Click on the “Set” link at the top right corner of the window to close the time selector and return to the “SCHEDULE BOARDROOM MEETING” window.
  11. Type or paste a description of your event into the “Meeting Description” box.
  12. In the “Invited Attendees” section, click on the “Committee(s)” dropdown menu and activate the checkbox in front of one or more committee names from the list to include all members of a committee.
  13. In the “Invited Attendees” section, click on the “Individual(s)” dropdown menu and activate the checkbox in front of one or more names from the list. Note that the names of all registered members appear in this dropdown menu.
  14. Click on the “Reminder Notification 1” dropdown menu and select the time interval before the Meeting at which all participants should receive a reminder via e-mail. This reminder is optional.
    • If you add an automatic reminder via the “Reminder Notification 1” dropdown menu, the “Reminder Notification 2” dropdown menu appears. Click on the “Reminder Notification 2” dropdown menu to select how long before the Boardroom Meeting to send a second automatic reminder to each individual who is invited to the meeting. This reminder is optional.
  15. To select an optional custom form for attendees to complete, click on the “Include Custom Form” dropdown menu and select the name of the custom form.
    • To open the “CUSTOM FORMS” window so you can create a form for your amenity application, click on the “Forms” link next to the name of the “Application (optional)” dropdown menu.
    • To refresh the list of custom forms in the “Application (optional)” dropdown menu after you create a new form and return to the “AMENITY SETUP” window, click on the “Refresh” icon (two arrows forming a circle) next to the name of the “Application (optional)” dropdown menu. The list of forms refreshes to display any new forms you have created. (For instructions on how to create custom forms, see the “Custom Forms” section of these instructions.)
  16. To provide a document that members will receive attached to their initial notification of this Meeting, go to the “Share Documents with All Attendees” section and click on the “Upload documents” link. Locate the file you want to upload. Click on the name of the file to select it, or Shift-click to select multiple documents. Click on the “Open” button to continue.
  17. To remove or replace a document after you upload it, click on the “view [x] attachments” link in the “Upload documents” area of the “SCHEDULE BOARDROOM MEETING” window. Click on the X next to a filename to remove the file.
  18. To add a link to a pre-scheduled virtual meeting event, type or paste the link into the “Video Conference Link” box. To schedule a Google Meet for this meeting, click on the “Schedule a new Google Meet” button and follow the directions on the video conferencing site.
  19. When you are happy with your Boardroom Meeting setup, click on the “Save” button.
  20. To exit the “SCHEDULE BOARDROOM MEETING” window without creating a Boardroom Meeting, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.