How to Add Past Meetings to BoardCloud

If you need to add historical meetings to BoardCloud, such as previous board packs, agendas, or meeting records, you can do this by creating the meeting with a temporary future date first.

Why use a future date?

When a meeting is created with a date in the past, BoardCloud automatically treats it as a closed meeting. Closed meetings display a yellow notification band at the top of the meeting page and are locked for editing.

Because the meeting is considered complete, you will not be able to make changes such as:

Adding or editing agenda items
Uploading additional documents
Updating meeting content

To avoid these restrictions, create the meeting using a future date while setting everything up. Once the meeting pack is complete, you can simply change the date back to the original meeting date.

This method can also be used to temporarily "reopen" an existing closed meeting if you need to add an additional document or make changes after the meeting has already passed. Simply change the meeting date to a future date, make your updates, and then change it back again.

Before you begin

Before creating the historical meeting, ensure you have:

The original meeting date
The meeting agenda (if applicable)
Any board pack documents that need to be uploaded
Supporting documents, minutes, or attachments

Step 1: Create the meeting using a future date

Create the meeting as you normally would:

Navigate to the committee the meeting was for
Select Create Meeting
Enter the meeting details
Choose a date in the future (this is temporary)
Save the meeting

Step 2: Build the agenda and upload documents

Once the meeting has been created:

Add agenda sections and agenda items
Upload all required meeting documents
Review the meeting pack to ensure everything has been added correctly

Complete all uploads before changing the date back to the historical date.

Step 3: Change the meeting date to the original date

Once the meeting pack is complete:

Open the meeting
Click the blue Meeting Details link in the center of the meeting page
Change the meeting date to the original date on which the meeting took place. There will be a pop up informing you that the meeting date is in the past. You can just click OK.
Click Save

After saving, BoardCloud may display a notification asking whether you would like to send updated meeting date and time notifications to members.

Since you are only changing the date for administrative purposes and are not rescheduling a live meeting, select Close.

Sending notifications could cause unnecessary confusion for members, as they may receive an email suggesting that the meeting date has changed.

Final result

Your historical meeting will now appear in BoardCloud with the correct meeting date while still containing the complete agenda and supporting documents. Historical meetings can be used for archiving previous board packs and records. It is recommended that all documents are uploaded before updating the date. Meeting content and documents remain intact after changing the date.