Using the Agenda Builder
The builder is the same for creating an agenda template or an agenda.
The builder is a drag-and-drop tool.
Use the orange + to add items. Drag up or down to drop where needed. Agenda item numbering automatically updates.
Modules are added at the bottom and can be dragged into position. Numbering updates automatically.
Sub and sub-sub items can be added from the right-hand side Add sub-item option. Modules can be renamed by editing the fields on the right-hand side.
See the following examples of renamed modules:
- Call to Order → Start Meetings
- Past Minutes → Approval of Past Minutes
- Action Review → To-do List Followup
- Item → Committee Reports
If you are preparing an agenda for a specific meeting, timing and presenters can be added.
9 Agenda Item Types
Call to Order and Adjournment are automatically included in every agenda. The others are optional.
1. Call to Order (mandatory & automatically added)
2. Agenda
Using this item adds the agenda to the beginning of the minutes.
Use this module if you want the agenda to show in your minutes.
3. Approval of Agenda
This module creates the motion to approve the agenda and includes a drop-down menu with the eligible voters. This makes it faster to approve the agenda since the motion is already prepared. If there are comments regarding the agenda, they can be added in the text box.
4. Past Minutes
Using this module approves any past minutes that were created using BoardSpace. Once approved they are converted to a PDF document that can't be edited.
5. Action Review
This module pulls all of the board's ongoing actions into a list. Each action item is a live link — hover over the action and click to go to the main action list where you can see details, add comments, postpone, or complete the action.
6. Item
Items need text boxes, motions, and actions to be added as needed (as many of each can be added). Click on the orange + to add a text box, motion, or action item, or add a sub-item to the agenda item.
7. Ongoing
There are two types of ongoing items.
a) Planner Items
When it comes time to discuss an Event at a meeting, it can be added by clicking Add Event to meeting and selecting the meeting date from the drop-down list. An Ongoing agenda item is automatically added to your agenda and populated with the selected Event.
In the screenshot below, the Prep for AGM event has been added to the Oct 15th meeting as item 7.1.
A text box, motion, or action can be added to the Prep for AGM event.
In the next meeting subsequent to the Oct 15th meeting, add the ongoing module — the "Prep for AGM" event is present in the minutes in a special section as shown below.
If needed, the Prep for AGM event can be discussed at a second meeting. Click Carry forward. The Prep for AGM shows up as item 3.1 with (cont) after the title. A text, motion, or action can be added. An item can be carried forward as long as needed.
b) Any item that needs to remain on the agenda for more than one meeting
Any agenda item can become an ongoing item. Add the Ongoing module to the agenda. Click +New Item. Add a motion or action as needed.
The following month add the ongoing module. Item 3.1 will show up. To include the item in the minutes, click Carry forward.
The item Bylaw Revision has been added as 2.1.
8. Next Meeting
Click Set date & time. A Create New Meeting popup lets you create a new meeting and will also show up in the meeting list.
9. Adjournment (mandatory & automatically added)
Adding a second person for adjourning a meeting is optional.
After clicking the orange Close Meeting button and clicking Yes, the time is added automatically from the date and time stamp of your computer. If you check Set time manually, the date and time is set from a calendar popup.
Also See
Using the Agenda Builder
The builder is the same for creating an agenda template or an agenda.
The builder is a drag-and-drop tool.
Use the orange + to add items. Drag up or down to drop where needed. Agenda item numbering automatically updates.
Modules are added at the bottom and can be dragged into position. Numbering updates automatically.
Sub and sub-sub items can be added from the right-hand side Add sub-item option. Modules can be renamed by editing the fields on the right-hand side.
See the following examples of renamed modules:
- Call to Order → Start Meetings
- Past Minutes → Approval of Past Minutes
- Action Review → To-do List Followup
- Item → Committee Reports
If you are preparing an agenda for a specific meeting, timing and presenters can be added.
9 Agenda Item Types
Call to Order and Adjournment are automatically included in every agenda. The others are optional.
1. Call to Order (mandatory & automatically added)
2. Agenda
Using this item adds the agenda to the beginning of the minutes.
Use this module if you want the agenda to show in your minutes.
3. Approval of Agenda
This module creates the motion to approve the agenda and includes a drop-down menu with the eligible voters. This makes it faster to approve the agenda since the motion is already prepared. If there are comments regarding the agenda, they can be added in the text box.
4. Past Minutes
Using this module approves any past minutes that were created using BoardSpace. Once approved they are converted to a PDF document that can't be edited.
5. Action Review
This module pulls all of the board's ongoing actions into a list. Each action item is a live link — hover over the action and click to go to the main action list where you can see details, add comments, postpone, or complete the action.
6. Item
Items need text boxes, motions, and actions to be added as needed (as many of each can be added). Click on the orange + to add a text box, motion, or action item, or add a sub-item to the agenda item.
7. Ongoing
There are two types of ongoing items.
a) Planner Items
When it comes time to discuss an Event at a meeting, it can be added by clicking Add Event to meeting and selecting the meeting date from the drop-down list. An Ongoing agenda item is automatically added to your agenda and populated with the selected Event.
In the screenshot below, the Prep for AGM event has been added to the Oct 15th meeting as item 7.1.
A text box, motion, or action can be added to the Prep for AGM event.
In the next meeting subsequent to the Oct 15th meeting, add the ongoing module — the "Prep for AGM" event is present in the minutes in a special section as shown below.
If needed, the Prep for AGM event can be discussed at a second meeting. Click Carry forward. The Prep for AGM shows up as item 3.1 with (cont) after the title. A text, motion, or action can be added. An item can be carried forward as long as needed.
b) Any item that needs to remain on the agenda for more than one meeting
Any agenda item can become an ongoing item. Add the Ongoing module to the agenda. Click +New Item. Add a motion or action as needed.
The following month add the ongoing module. Item 3.1 will show up. To include the item in the minutes, click Carry forward.
The item Bylaw Revision has been added as 2.1.
8. Next Meeting
Click Set date & time. A Create New Meeting popup lets you create a new meeting and will also show up in the meeting list.
9. Adjournment (mandatory & automatically added)
Adding a second person for adjourning a meeting is optional.
After clicking the orange Close Meeting button and clicking Yes, the time is added automatically from the date and time stamp of your computer. If you check Set time manually, the date and time is set from a calendar popup.