Create a Meeting

Create a new BoardCloud Meeting in as little as 3 clicks!

On the home page, Click the + New Meeting button located in the top left-hand corner.

The Create a new meeting screen below will open:

You can also create a meeting from any committee page.

Required Meeting Details 

To create a meeting, you need to enter:

  1. Meeting Title
  2. The meeting start and end date time.
  3. Meeting attendees

Below, the date and meeting title are entered:

By default, the meeting end date will be calculated as two hours after the meeting start time on the same day.

You can set the meeting end date to be as many hours as you think the meeting will require. 

The end date can also be on a subsequent day, thus allowing your meetings to span more than one day.

Repeating Meetings

BoardCloud supports the ability to book a series of meetings (up to 12) based on the current new meeting being created. Repeat meetings allow a COSEC to populate the board portal calendar with a series of meetings that repeat on predictable dates, such as the first Monday of every month.

Each repeat meeting follows the format of the initial meeting, except for the future date of each meeting in the series.  Read more about Repeating Meetings.

Meeting Attendees

The Attendees of the meeting can be selected Committees or Individual system members from the drop-down menu, as shown below:

Optional Meeting Details

Optional Meeting details include:

Adding a Virtual Meeting Link

BoardCloud does not create or generate virtual meeting links. You must first copy the meeting link from your own video conferencing system (e.g. Zoom, Teams, Google Meet, etc.).

To add it to your meeting:

  1. In the Virtual Meeting section, select Enter Link radio button.
  2. Paste the meeting link exactly as it appears into the entry field.
    You may also add the optional Meeting ID and Passcode if required.

Important: The link field should contain only the meeting URL. Do not add any extra words, notes, or text.

We recommend testing the link to ensure it opens correctly.

Once added, the link will appear on the Meeting Dashboard as part of the meeting details and will also be included in the meeting notification email sent to committee members. (BoardCloud will automatically detect and label the link according to the video meeting system it points to.)

  • Meeting Subtitle
  • Meeting Description
  • The Meeting Physical Location and Boardroom
  • The Meeting Call number and pin.

Meeting Location

If you would like to include a Google Maps link to your meeting, enter the meeting address into the Physical Location input box. These details will be passed to Google Maps to create a link to a live map. 

Meeting Location is shown:

  • on the Dashboard page as part of the My Next Meeting details pane
  • on the Details pane of the Meeting page, with a clickable link to a Google Map.
  • in the invitation email sent to members as part of the Notify Attendees process

Below is an example of the details sent via a meeting invite email:

Here is another example of the email an attendee will receive when they are invited to a meeting.

See also: