November 4, 2021 at 3:00 PM - Support Page Layout - work
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Welcome to our support page for BoardBook Premier.
Description:
The information on this page is arranged in sections that generally follow the presentation in training. To that end, we'll start out with fundamentals such as permissions and meeting status's that apply across different sections. Next we'll go over the various steps and tools for creating a meeting, creating an agenda and then publishing your meeting and materials. Following that we will have information on user and account maintenance and finally we'll cover some of the features available in Tier 2.
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Fundamentals:
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1. Controlling Permissions to Agenda Item Fields and Attachments
Description:
Agenda managers can set permissions for attachments and any of the agenda item fields except the subject of the item. The video below describes how the hierarchical order of permissions can be used to allow or restrict access to some or all of your users or even to the public.
Link to video: Controlling Permissions to Agenda Item Fields and Attachments |
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2. Understanding the difference between Meeting and Report Templates
Description:
In BoardBook Premier we typically deal with two different types of templates at the meeting level. Learn more about these template types.
Link to video: Understanding the difference between Meeting and Report Templates |
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3. Tour of the Home Screen
Description:
Quick tour showing the home screen for an administrator as well as showing what a viewer such as a Board member would see.
Link to video: Tour of the Home Screen |
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Creating the Meeting:
Description:
Please note that in BoardBook, a meeting and an agenda are treated as two different things. The meeting is the title, time, location etc.. The agenda is the list of agenda items, presenter, description information, attachments etc..
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1. Creating a meeting
Description:
This video walks through the steps for creating and configuring a meeting.
Link to video: Creating a meeting |
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2. Editing an existing meeting:
Description:
All of the same information in the 'Creating a meeting' video applies to editing an existing meeting. Because of this, no separate video has been created. Edit an existing meeting by clicking on the meeting 'Date/Time/Title' link and choosing 'Edit Agenda'.
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3. Advanced Meeting Options
Description:
Advanced options allow you to control some lesser used configurations for meetings, such as keeping a document, like the agenda, or even an entire meeting from appearing on the public page, having a meeting use a non-default report template, or other options.
Link to video: Advanced Meeting Options |
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Working with the Agenda
Description:
This section deals with adding, editing, and managing agenda items and then information associated with them, such as presenter or description information as well as attachments.
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1. Importing agenda items from another meeting
Description:
A popular way to start a new agenda is to import items from a different meeting. This might be the most recent meeting, or even one from a previous year. Using the settings in the Import Agenda Items tool, you can select which items and or subitems to import and whether or not to include additional information such as presenter, description or attachments.
Video link: How to use Import Agenda Items |
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2. Copying items to a different agenda
Description:
This option allows you to copy items and or subitems from a meeting you're working on to a different active meeting. Using the settings in the Copy tool, you can select which items and or subitems to copy and whether or not to include additional information such as presenter, description or attachments.
Link to video: Copying items to another meeting (note, change title on actual link) |
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3. Rearranging items in a meeting
Description:
Whether setting the position of an item or subitem while creating it, or moving existing items or subitems in your agenda you'll find information about the two tools available to help.
Link to video: Rearranging items in a meeting |
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4. Deleting, deactivating and tabling items in the agenda
Description:
These options allow you to delete, deactivate, or table individual, or multiple selected items or subitems within the agenda.
Link to video: Deleting, deactivating and tabling items in the agenda |
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5. Item Requesters
Description:
The 'Item Requester' user permission allows you to give users who do not need to have the 'Agenda Manager' a way to contribute to the agenda. An Item Requester can create a standalone agenda item and then submit it for a meeting. A user with the Agenda Manager permission can then add the submitted item to the agenda, return it to the requester for rework, or just ignore the item.
Video link: Item Requesters and working with requested items PDF Handout: Guide for Item Requesters |
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6. Adding Items or Sub-items to the Agenda
Description:
Whether filling out, or creating from scratch, adding items and or subitems to your agenda is something you'll need to know how to do.
Video link: Adding Items or Sub-items to the Agenda |
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7. Editing an existing agenda item
Description:
Need to make an update to an item or subitem? Whether updating a title, description, attachment or other field, you can learn how here.
Video link: Editing an existing agenda item |
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8. Files and Links for your meeting
Description:
Learn how to manage attachmets, links, and extras for your meeting.
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8.1. Adding, deleting, and updating attachments
Description:
Attachments flesh an agenda into a powerful meeting document. Learn about adding attachments, updating names, permissions or deleting attachments.
Video link: Adding, deleting, and updating attachments Be sure to check out this handout for some recent updates: Attachments - Reordering and Renaming - updated (pdf) Video link: Use Attach Documents Tool to Update Attachments Across Multiple Items Simultaneously |
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8.2. Adding and managing Extras (sometimes called Supplemental Resources) to your meeting.
Description:
Extras, sometimes called Supplemental Resources, can be files or Links. Extras are different than attachments in that they are tied to the meeting itself, not to a specific agenda item within a meeting.
Video Link: Adding Extras or Supplemental Resources |
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Meeting Documents
Description:
Whether for a physically posted copy of the agenda report or public notice, or to archive the meeting information, Premier has a variety of ways to work with the Agenda, Notice and Minutes.
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1. Agenda Reports, and Agenda Packets
Description:
The Agenda report typically contains Meeting information and the list of Agenda items, formatted into a downloadable document which has been formatted based on an Agenda Report Template. This can be downloaded as just the agenda.
PDF Handout: Downloading and Running the Agenda Report Or, it can be downloaded along with all of the meeting attachments which are eligible for download: Video link: Downloading a PDF Packet PDF handout: Downloading a PDF Packet - updated |
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2. Minutes Reports
Description:
Minutes Reports are a downloadable document which has been formatted based on an Minutes Report Template. The purpose of the Minutes Report is to consolidate the use of the Minutes Manager Tools with the meeting information and list of agenda items. This can then be downloaded and used as, or as a reference when assembling the draft minutes for the meeting.
Video link: Downloading the Minutes Report Video link: Minutes Manager Tools |
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3. Downloading the collective meeting documents.
Description:
For archive purposes, you may want to download a complete record of all the meeting documents.
Video link: How to Download the Meeting Materials |
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Releasing the Meeting
Description:
Now that you're ready for your audience to see the meeting, you'll be making that meeting more available by changing the status.
Video Link: Releasing the Meeting by Changing the Status Video Link: Update Meeting Status of Archive Multiple Meetings Simultaneously with the Change Meetings Feature. |