Meeting Notifications in BoardCloud

A meeting notification is an email communication that is sent by your company secretary to members of a board or a committee, informing them of an upcoming meeting.

In BoardCloud, there are three types of notification emails that can be sent from the Meeting screen. These notifications are:

  • Meeting Notice emails (sent before meeting is published)
  • Meeting Notify emails
  • Meeting Update emails (when meeting details are changed and members are notified about the change)

The difference between the above notifications are dictated by the state of the meeting.

Notice Email Meeting Notifications

These emails are sent to a meeting's members to serve as notice of a meeting.

They can be sent at any time from the moment a meeting is created. These emails can be sent to one or more of the meeting attendees as many times as required. 

Below is an image of the Send Notification dialog, which is accessed via the meeting 'Cogs' - Meeting Control icon at the top right of a meeting that is being viewed by an administrator or committee (group) editor.

To emphasize that the email being sent is a notice email, the text alert displays  "This will send Notice emails" (shown below).

The above attendee picker allows for all or selected committee members to be sent the notice email. 

Notify Email Meeting Notifications

These are notifications sent after a meeting is published. This notification email carries a calendar (.ics) file, with a calendar RSVP for the scheduled meeting time, as well as a link to the meeting and a link to preview the pack.

Note: Notification emails can only be sent to meeting attendees who have confirmed email addresses.

Here is an example of a Notification Email.

Update Email Meeting Notifications

In this case, meeting attendees have already been sent a normal meeting Notify email, but some crucial part of the meeting details have been changed. The idea of sending the Update email is to update meeting members about the changed details.

Changed details can include:

  • Meeting Title
  • Meeting Start and End dates
  • Meeting Link
  • Meeting password

Read more about editing a meeting's details