How to use board portal tools (Agenda, My Notes, Review & Final)?

Here are the instructions on how to collaborate digitally from the creation of the agenda to e-signing of the meeting minutes with ContractZen. First you will need to create a meeting. You can start it, for example, from the dashboard by clicking Add, next to the desired meeting category. Then type all the necessary information of the meeting and save.

 

Agenda


Here you can create an agenda for your meeting. Only one user can create the agenda. It will be visible to other users only after it has been published. Other users can add attachments to the agenda once it is published, but other kinds of editings are only available to the agenda's creator. While editing the agenda, you can choose the secretary of the meeting. Later, only the secretary of the meeting can write and publish the minutes for Review and for the Final phase.

My Notes


Here you can write your personal meeting notes. The notes will be visible only to yourself. We recommend that you create the notes after the agenda has been published, because then the agenda will be copied here. It will be empty if you create them before the agenda has been published. If the agenda has been updated after you have already created your notes, you can copy the new agenda here by deleting your existing notes and creating new ones. In My Notes, the secretary of the meeting can write and publish the minutes for Review and for the Final phase.

Review


Here you can review the draft of the minutes. It will become visible to other users after the secretary of the meeting has published it for Review in My Notes.



Final


Here you can view the final meeting minutes. The secretary of the meeting can publish the final minutes here from the My Notes -tab.



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