Meeting Resources

The Meeting Resources Library in BoardCloud allows you to upload and share documents or videos that are relevant to a specific meeting but are not included in the formal meeting pack.

This is especially useful for background documents, reference materials, or multimedia content that supports discussions during the meeting.

How to Access the Meeting Resources Library

  1. Navigate to the Meetings section.
  2. Open the meeting you want to work with.
  3. Click on the Meeting Resources tab at the bottom of the meeting view (between Agenda and Minutes)

From here, you can view, upload, or manage meeting-specific resources.

Uploading Files and Videos

You can add the following types of resources:

To upload a new resource:

  1. In the Meeting Resources tab, click Upload Resource Document.
  2. Choose a file from your device.
  3. Add an optional title to help attendees understand the resource.
  4. Click Open.

Viewing Resources

All uploaded files can be opened using BoardCloud’s built-in document viewer. This allows attendees to read and interact with resources without leaving the platform.

YouTube videos will open in a pop-up viewer within the meeting interface, so participants can watch without needing to leave the page.

Resource Section Settings

In the Resource tab of your meeting, click the settings cog to manage permissions for all resources in that meeting. You can adjust the following options:

Section Expand Mode

Controls how resource sections are displayed when members open the meeting resources.

  • Collapse: All sections are closed by default, and members must click to expand them.
  • Expand: All sections are open by default, showing their contents immediately.
  • Inherit: The section follows the default behavior set at the system or portal level.

This setting does not affect the actual content, only how it is presented when first viewed.

Can Download

Controls whether members can download resources to their own device.

Reasons to disallow downloading:

  • Confidentiality: prevents sensitive information from leaving the secure portal
  • Access control: ensures documents are only viewed within the system
  • Version control: stops outdated copies from circulating
  • Audit & compliance: maintains accurate records of access

Reasons to allow downloading:

  • Convenience: members can keep their own copies
  • Accessibility: useful for offline access
  • Archiving: allows local backups or filing

When ticked, members have permission to download resources.
Un-tick the box to remove this permission.
Default: Downloading is allowed.

Can Print

Controls whether members can print copies of resources.

Reasons to disallow printing:

  • Confidentiality: reduces risk of sensitive documents being shared
  • Access control: prevents physical copies from circulating outside the portal
  • Version control: avoids outdated hard copies being used
  • Audit & compliance: ensures usage can be tracked digitally

Reasons to allow printing:

  • Convenience: some members prefer reading on paper
  • Accessibility: supports members with limited digital access
  • Archiving: allows paper records if required

When ticked, members have permission to print resources.
Un-tick the box to remove this permission.
Default: Printing is allowed.

Has Numbering

Adds automatic numbering to sections and subsections in the resource list.

Benefits of numbering:

  • Easy reference in long documents (e.g. “see section 3.2”)
  • Clear hierarchy (sections like 1, 1.1, 1.2 show structure)
  • Simplifies updates (changes can be communicated by section number)
  • Professional appearance (especially for compliance docs, manuals, or formal board resources)

When ticked, each section will be numbered, with optional numbered subsections.
Un-tick the box to remove numbering.
Default: Numbering is enabled.

When to Use the Meeting Resources Library

Use the Meeting Resources Library when you have files that:

  • Are useful for context but not essential for formal review
  • Are too lengthy or detailed for the agenda pack
  • Are multimedia resources like training videos or external presentations

This helps keep your meeting pack focused, while still making important materials available.