Board Administrator - Board management

Click on your profile icon in the top-right corner, then on "Settings":

 

Navigate to "Boards" in the left column. On the right side you will see the boards you are part of, including your role(s) in each board:

 

To create a new board, click on the "+" symbol:

 

Fill out the form and choose the applicable options. If you select "Only the designated minutes taker has the ability to make edits to the meeting minutes", the other board members will not be able to edit the minutes.

You can also select who is allowed to submit agenda item proposals for your meetings. If you do not select any of the two options, you will still be able to turn on proposals for individual agendas at a later time:

 

Click on a board in order to edit it:

 

You can add, edit, or remove board members through the corresponding buttons:

 

When adding a new member, you must make sure they are an existing Apollo.ai user. Select the desired member from the list and choose what permissions to assign as well as the start date for accessing existing meetings, then click on "Add" at the bottom:

Newly added board members are granted viewer rights starting from the selected date, whereas newly added board organizers are granted edit rights.

 

By clicking on the edit symbol on the right side of the board member overview, you can change the board permissions for the selected member. Click on "Update" at the bottom once done:

You can also sort the existing board members as desired through drag & drop. The new order will apply to all meeting and circular resolution participant lists:

 

In the 'General' section you can change general settings such as the board name, the approval rate for circular resolutions and the board logo:

 

The 'Default board language' determines the language of all system-generated documents, i.e. agenda PDFs, minutes PDFs, review PDFs, and circular resolution PDFs:

Note: If a user has selected a different language in their profile, this will override the board language for agenda, minutes, and circular resolution PDFs. An exception applies to review PDFs: since these are shared among all reviewers, they are always generated consistently in the defined board language.

 

Move to 'Meetings' to view the meeting settings. Select 'Only the designated minutes taker has the ability to make edits to the meeting minutes.' if you would like only the minutes takers pre-selected while creating the meeting to take the minutes for that meeting, otherwise (if this option is not selected) all Board Organizers will be able to draft the protocol at the same time:

Select 'Allow organizers to share meeting outcomes (decisions, to-dos and minutes) with shared people already when the minutes are published, instead of only after finalization.' to enable the 'Share now' process:

Under 'Transcript settings' (transcript add-on required) you can define if the AI meeting transcript output should be a summary or a conversation protocol:

 

In the tab 'Proposals' you can choose who should be allowed to propose agenda items and circular resolutions: board members only, a pre-selected submitter group (a Professional subscription is required for this option), or board-external users:

If you choose the predefined submitter group (a Professional subscription is required for this option), you will be prompted to select the users who should be part of the group in the next step:

 

Move to the tab 'Documents' to change the document permissions for all user-uploaded (meeting and circular resolution attachments) and system-generated files (agenda PDF, minutes PDF, minutes excerpt PDF, board book, circular resolution PDF) related to meetings and circular resolutions, by role:

Here is a description of what each access right implies:

• View: Can open and read the document in the viewer (with watermark if applicable)
• Print: Can print the document from the viewer (with watermark if applicable)
• Download: Can save the document to their device (with watermark if applicable)
• Original: Can download the original unprocessed file without watermark and in the original format (e.g. pptx, xlsx, docx, ...)

 

If you activate the permission 'Original' for Board Members, you have the option to enable the circular resolution/meeting document package download as zip directory from the circular resolution/meeting overview page:

 

Under 'Agenda PDF configuration' you can select which types of meeting information should be included when a meeting agenda/minutes are downloaded in PDF format:

• Meeting details – the meeting date, time, location, online link, board chair, and minutes taker;
• Participants – the participants list including observers & guests;
• Agenda overview – the agenda item titles, types, and duration;
• Agenda breakdown – the agenda item descriptions and attachment names; 
• Annex – the list of all attachments at the end of the PDF.

Note: Any changes to the configuration do not affect already published agendas. The new configuration only comes into effect for agendas (re-)published after the changes have been saved in the settings.

Under 'Watermarking' (add-on required) you can activate the watermarking option for your board, set its opacity, and activate document flattening for a higher security level:

Note: With the flattening option activated, downloaded files then can't have their text selected, searched, or copied.

Click on the journal symbol on the right side to view all historical changes to the board settings: