Create and edit boards
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 "Settings" section you can change general settings such as the board name, the approval rate for circular resolutions and the board logo:
Under 'Agenda PDF configuration' you can select which types of meeting information should be included when an agenda is downloaded in PDF:
- 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.
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:
Under 'Circular Resolution submission' you can define whether the selected board should follow the 1-step (by unticking the box) or the 2-step approval process for circular resolutions (by ticking the box):
At the bottom of the page 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:
Under "Customize" you can create your own agenda item types:
