Frequently Asked Questions
About Board Portal Software

What is board portal software?

Board portal software, also referred to as board management software, is a sophisticated tool that facilitates secure online communication among board members and directors. Serving as a centralised hub, it is designed to cater to the needs of boards, enabling them to efficiently organise and oversee meetings, access board materials, foster collaboration, and fulfil governance responsibilities.

How does board portal software benefit organisations?

Powered by today’s advancements, board portals are developed to improve board operations. Such a platform can enable seamless communication, enhanced security, increased productivity, informed decision-making, reduced costs, and improved governance.

Directors and executives can collaborate effectively from any location, using any device. Board portal software can streamline operations, access relevant data, and make informed decisions with ease. It consolidates functionalities into a single platform, reducing costs associated with managing multiple software solutions. The platform also incorporates robust security measures, protecting sensitive information from unauthorised access.

Is board portal software suitable for my organisation?

If you are looking to improve your board and meeting workflows, then the answer is yes! Various boards have unique meeting and governance requirements that need to be addressed. That’s where board portal solutions come into action. With the software’s collaborative and smart features, boards can experience enhanced transparency, improved efficiency, guaranteed security, and reduced cost and administrative work.

What are the key features of board portal software?

The board portal software offers comprehensive board management features to ensure no time is wasted on cumbersome tasks. It includes meeting features such as scheduling and calendar integration, agenda creation and circulation, and minute-taking. The board software also provides document-sharing capabilities with a centralised repository, version control, secure file sharing, and offline access. It also has voting and approval tools, such as online voting and digital signatures to ensure good governance.

Can board portal software handle secure messaging and collaboration?

Absolutely! Board portal software is designed to handle secure messaging and collaboration effectively. With its smart communication tools such as virtual meetings, chat functionalities, and real-time document sharing, it can enable board members to engage better in meetings. Additionally, the board of directors software ensures data security through advanced security measures like data encryption, secure user authentication, and role-based access controls.

Does board portal software provide meeting management capabilities?

From meeting preparation to post-meeting tasks, the best board portal software should lead the way for you. It offers a range of features to streamline the entire meeting process. Board administrators can schedule meetings and create and distribute meeting agendas to ensure directors are prepared with relevant documents.

In meetings, the board software generates comprehensive minutes and automatically sends out meeting summaries after the meeting. The board portal also assists in post-meeting by storing meeting materials in a centralised hub and tracking action items for effective follow-up and execution.

Is it possible to access board portal software from mobile devices?

Yes! Board of directors software offers the convenience of accessing the platform from mobile devices. Whether using a smartphone, tablet or desktop, users can securely log in to the board portal, access materials, collaborate, and stay up-to-date with the latest information. The mobile access feature ensures that board members can stay connected, even when they are on the go.

How does board portal software streamline board meeting processes?

The board portal isn’t called meeting management software for anything. It digitises and streamlines the entire meeting process, significantly reducing the time spent on pre-meeting agenda preparation and post-meeting minute distribution. The board portal software automates tasks, enhances collaboration, and ensures efficient communication and documentation.

Can it support voting and decision-making within the software?

The best board portals not only streamline the board meeting cycle but also support decision-making for increased board effectiveness, overall promoting board governance. It provides voting and approval tools to empower and expedite informed decision-making.

These features include electronic voting, digital signature, approval rooms, and quorum tracking that streamlines the decision-making process. Additionally, the software records and documents the outcomes of votes and decisions, making it convenient to review and reference past decisions.

Does it provide tools for agenda creation and distribution?

Definitely! Meeting management software provides powerful features for scheduling and agenda management. Users can schedule meetings, send invitations, and seamlessly integrate with popular calendar platforms for efficient coordination. The software’s agenda builder allows administrators to conveniently organise agenda items, attach documents, and distribute them to the participants.

Can board portal software be used for board evaluations?

Board portal software has capabilities that can be used for board assessments and evaluations. With this board technology, boards can efficiently implement paperless systems for surveys and evaluations from the director’s preferred devices. Additionally, virtual meetings and review rooms are available to facilitate discussion among board members. The portal software can also assist with storing materials and the preparation of future surveys.

How do I choose the right board portal software?

When selecting the best board portal software, you should consider how it supports meeting efficiency and board workflows. Evaluate the collaboration tools and meeting management capabilities it offers that should address your company’s needs. Look also into its user-friendliness, security features, customer support, vendor reputation, and return on investment.

If you’re still unsure, download our Market Guide to Board Portals to know more about choosing the best board portal software.

How does board portal software compare to other collaboration tools?

Board portals offer a superior alternative to team collaboration platforms for managing board meetings. With an all-in-one platform, there’s no need to juggle multiple apps or software for different tasks. Such meeting management software enhances engagement and efficiency in the board pack creation and meeting documentation.

Board portals streamline governance activities, allowing for tasks like voting and e-signatures. Unlike team collaboration apps, the board portal prioritises security with multi-layer encryption to protect data from breaches and cyberattacks.

What are the limitations of board portal software?

The limitations of the board of directors software include integrations, pricing, and mobile limits. Some board software may lack built-in integration capabilities to support third-party extensions. Portal software pricing range may also be higher for some companies than implementing team collaboration platforms. Lastly, some mobile versions of board portal software may offer limited functionality compared to the desktop versions.

However, given the key benefits, the board portal clearly outweighs other team collaboration tools.

How is my data protected on Convene?

Convene, as the best board portal software for security, ensures data protection through multi-level encryption. Advanced permission settings enable administrators to control access, allowing restrictions on viewing, downloading, and editing of meetings, files, folders, and specific agenda items. Copy restrictions prevent content from being copied to other applications. Customisable watermarks can be added to discourage the misuse of sensitive material. Additionally, document archival and disposal can be scheduled to prevent unauthorised access to files.

What are the key features of Convene?

Convene offers a range of features to enhance board meetings and collaboration. With the Smart Agenda Builder and Meeting Publisher, users can easily organise meetings, send invites, collect RSVPs, and circulate board packs effortlessly. The integrated Video Conferencing feature allows for real-time communication while accessing documents on the same screen.

Live Meeting Tools, including Page Synchronisation, Live Annotations, and Virtual Laser Pointer, ensure participants stay aligned during virtual meetings. Review Rooms and Resolutions streamline decision-making processes, with efficient sign-off workflows and instant voting capabilities. Action Tracking allows for the creation and assignment of action items, monitoring progress, and setting reminders to ensure the timely completion of tasks.

Is it possible to assign tasks and track action items within the Convene Board Portal?

Certainly! Meeting attendees can effortlessly create and assign action items during meetings, establish deadlines, and track all tasks conveniently on a dashboard. The system also sends automated reminders to ensure the timely completion of action items.

How can I collaborate with other board members on the Convene Board Portal?

Board members can seamlessly collaborate in real-time during live meetings via Video Conferencing, all while accessing the meeting documents. They can take advantage of presentation controls like Page Synchronisation, Live Annotations, and Virtual Laser Pointer to enhance their discussions and engagement.

What are the different pricing plans available for Convene?

Our pricing model is based on a per-user license, per-year basis. We also offer the flexibility to customise pricing according to your budget. With Convene, you can be confident that our core functionalities fully meet your board’s requirements while maintaining robust security and support. There are no hidden costs or additional add-ons necessary, making it one of the best board portals in the long term.

Where can I find resources and documentation for Convene?

Upon onboarding, board directors and administrators receive comprehensive training materials, including User Manuals, Quick Start Guides, and Videos, to familiarise themselves with the platform. Additionally, Convene users have easy access to the in-app Help Guide for any assistance while using the platform.

For further information about board portal and virtual AGM, whitepapers and downloadable brochures are available on the website.

Is there a customer support team available for assistance?

Absolutely! At Convene, we offer 24/7 support to our clients. You can reach out to our Help Desk via telephone, email, or chat for assistance with any inquiries, issues, or requests. Our dedicated Product Support Specialists provide prompt and personalised responses, ensuring a seamless experience. With zero queue rates and tailor-fit responses, Convene has a strong track record of delivering exceptional support globally.