A Meeting in Progress
Meeting in Progress
When a meeting is in progress, members can actively participate by reviewing documents, voting, completing tasks, and engaging with meeting content directly within the meeting interface.
What You Can Access in a Meeting in Progress
During an active meeting, you can:
- Open and review agenda documents
- Participate in voting
- View and manage tasks assigned to you
- Access and read the board pack
- Add private annotations to documents
- Complete forms (if available)
- Use the in-meeting chat to communicate with other members
Agenda
The agenda section is located at the bottom of the meeting screen. From here, you can:
- Open documents directly within the agenda
- Participate in voting when available
- View and manage tasks assigned to you
Board Pack
You can access the board pack during the meeting.
Members can:
- Open the board pack
- Read all meeting documents
- Add annotations or notes for personal reference
Your annotations remain private and can help highlight important points during discussions.
Meeting Details
Depending on the meeting configuration, you may see several options in the meeting panel, such as:
- Summarize Meeting Pack: Generates a quick overview of the meeting documents
- View Meeting Pack: Opens the full board pack
- View Published Minutes: Displays the minutes from this meeting. This is typically only available once the meeting has passed and the minutes have been finalized and published by the administrator.
- Attendance Register: Shows attendance information for the meeting
Summarizing Your Board Pack
BoardCloud includes an AI-powered summarization feature to help you quickly understand key information across your board pack.
Once a meeting is in progress, you can generate a summary that condenses each agenda section into a structured overview aligned with the meeting agenda.
This can assist with both preparation and real-time reference during the meeting.
Voting
Voting will be available for members.
The administrator can also record a vote on your behalf if required. You can change your vote at any time before the meeting ends.
Tasks
You may receive an email notification when a task is assigned to you. The email will include a link that opens your task in BoardCloud.
Viewing Tasks in the Agenda
Tasks assigned to you may appear directly within the agenda. From here, you can see:
- Task name
- Assigned members
- Status
- Priority
- Creator
- Due date
Click a task to open the full details. You will only see tasks assigned to you.
Viewing All Your Tasks
You can also access your tasks from:
Task Status Indicators
Within the agenda:
- ✅ Completed
- ❌ Cancelled
- No icon – Task still open
Only open tasks will appear on the Tasks Dashboard.
Forms
Some meetings may include forms for members to complete, such as:
- Surveys
- Declarations
- Feedback
You will usually receive a notification or email when a form requires your response.
Stats
On the Stats tab:
Left:
Meeting Engagement Report: Shows member names, percentage of pack viewed, page views, and how long each member spent reading the pack.
Centre:
Member Activity Report: Shows each member, which document, number of pages, percentage read, number of times viewed, and total time spent on that document.
Right:
Attendance: Shows which members invited to the meeting completed the RSVP on BoardCloud. If an RSVP has not been recorded (by the member or an administrator on their behalf), the attendance results may not be accurate.
Resources (Meeting Resources)
Meeting Resources may include supporting documents, reference materials, policies, historical board packs, and other governance documents relevant to the meeting.
To access these, go to the Resources tab.
Click on any document to open and view it.
These documents remain available even outside scheduled meetings.
Depending on your organization's permissions, you may also be able to download or print them for offline reference.
Learn more about viewing the Resources here.
In-Meeting Chat
You can view and type new messages in the chat window.
