BoardSite Board Portal Features

Transform Board Governance from Chaotic to Collaborative

Prepare interactive agendas and minutes instead

Board Meeting Viewer

Your Command Center for Seamless Board and Committee Meetings

The Board Meeting Viewer transforms how board members engage with board meetings, whether they’re joining in person or remotely for virtual meetings. This powerful hub of our board portal software gives every participant a unified view of board agendas, supporting board materials, video conferencing, and online voting, all on a single secure platform.

Key Capabilities:

• Follow along with board agendas line-by-line, with instant access to linked board documents and meeting materials for each item
• Integrated video conferencing support for virtual meetings works seamlessly with Zoom, Teams, and Google Meet, eliminating the need to switch between tabs
• Access meeting materials and important documents at a glance, including attendees, meeting times, and remote access links
• Quick access to board packs, PDFs, spreadsheets, and key documents directly in the viewer without opening separate applications
• Participate in online votes before, during, or after board meetings without leaving the meeting page
• Perfect for hybrid board and committee meetings, serving as a centralized platform for remote participants while supporting in-person attendees

The Meeting Viewer ensures all board members stay literally on the same page, reducing confusion and keeping board meetings focused and productive while providing secure access to all relevant meeting materials.

Agenda & Minutes Builder

Create Interactive Board Agendas and Capture Minutes in Real-Time

BoardSite’s Agenda & Minutes Builder brings structure and precision to your meeting preparation and documentation. Build comprehensive, interactive board agendas with line-item detail, then seamlessly record minutes as your board meetings progress, a critical board portal feature for effective board management.

Key Capabilities:

• Create detailed board agendas with line-item precision, linking each item to relevant board documents, votes, speakers, and committee meetings
• Attach supporting board materials, resolutions, and background materials directly to specific agenda items
• Distribute board materials and board packs to board members in advance, giving them time to review and come prepared for board meetings
• Record minutes in real-time as board meetings happen, capturing decisions and discussions with line-by-line accuracy
• Link votes, presenters, and other key details to each agenda item for complete context
• Archive historical board agendas and minutes in a centralized platform with searchable location for easy reference and compliance
• Automatically share finalized board books and minutes with board members and board directors after meetings

Board members can review upcoming board agendas with complete detail and follow along using the Meeting Viewer, while board administrators capture accurate minutes without the administrative burden of post-meeting transcription.

Security

Enterprise-Grade Protection for Your Board’s Sensitive Data and Confidential Documents

BoardSite was built from the ground up with security and compliance and access controls as fundamental priorities. Your board of directors handles confidential financial data, strategic plans, personnel decisions, and sensitive data, all of which requires the highest level of data protection and board portal security.

Key Capabilities:

• Multi factor authentication (2FA) using app-based or SMS verification codes adds an extra layer of data security beyond passwords
• Granular access controls and role-based permissions ensure board members only see information they have a “need to know,” with specific access for committee meetings and board documents
• Comprehensive audit trails track every action in the system, including logins, votes, vote changes, RSVPs, and access to board materials
• Data encryption protects sensitive data and confidential documents both in transit and at rest, meeting relevant data protection regulations
• Secure communication and document sharing eliminate the risks of emailing sensitive attachments
• Private phone numbers for multi factor authentication can be designated without revealing personal contact information in the member directory
• Complete audit trails provide transparency and accountability for all board operations and board functions
• Our secure board portal meets the security features required by financial institutions, government agencies, and public sector organizations

With BoardSite’s board portal security infrastructure and security and compliance features, you can confidently assure stakeholders that your board’s governance activities are protected by industry-standard security features and fully documented for compliance purposes.

Committees

Empower Committee Meetings with Dedicated Workspaces

BoardSite recognizes that much of a board’s most important board work happens at the committee level. Committee Pages provide dedicated, secure workspaces where committees can operate independently while maintaining seamless reporting to the full board of directors, an essential board management software capability.

Key Capabilities:

• Multi factor authentication (2FA) using app-based or SMS verification codes adds an extra layer of data security beyond passwords
• Granular access controls and role-based permissions ensure board members only see information they have a “need to know,” with specific access for committee meetings and board documents
• Create separate pages for each committee with access controls restricted to designated board members only
• Committee-level voting and decision tracking that can be reported to the full board of directors
• Simplified delegation of committee assignments and membership management for board administrators
• Streamlined reporting workflows that connect committee meetings to board meetings
• Separate meeting calendars for scheduling meetings and committee activities
• Committee chairs can manage membership and facilitate board communication without administrator intervention

Committees can work efficiently in their own secure workspaces while maintaining proper board processes and clear board communication with the full board of directors.

Document Library

Centralized Document Management for All Your Critical Board Materials

Stop sending confidential documents through email and give your board of directors a secure, organized central repository for all critical board materials. BoardSite’s Document Library eliminates version control confusion, lost attachments, and security vulnerabilities, providing robust document management systems capabilities in an easy to use platform.

Key Capabilities:

• Centralized document management and secure storage for financial data, bylaws, policies, strategic plans, and all board documents
• Simple drag-and-drop upload functionality makes adding board materials and important documents effortless
• Organize board documents into custom folders and categories for intuitive navigation
• Link board materials directly to board meetings, board agendas, and votes for instant context and access
• Version control ensures board members are always working with the most current board information and key documents
• Granular access controls allow committee-specific document libraries and role-based access to confidential documents
• Search and retrieve historical board documents and board books quickly for compliance reviews or reference
• Integration with Google Drive, Dropbox, and OneDrive for seamless document sharing and synchronization

Board members can find the board information they need, when they need it, without digging through email chains or waiting for someone to send the latest version, a key advantage of our digital board portal.

Online Voting

Secure, Trackable Voting That Eliminates Email Chaos

Say goodbye to confusing “reply all” email voting chains. BoardSite’s Online Voting feature provides secure communication and a transparent way to conduct votes with complete tracking and permanent records, an essential board portal feature for effective board management.

Key Capabilities:

• Conduct both simple and formalized voting directly through the online board portal
• Email notifications alert board members to new votes with one-click access to submit their response
• Link resolutions, supporting board documents, and board materials directly to each vote
• Complete audit trails show when each board member voted and track any vote changes
• Secure vote recording with permanent documentation for compliance and stakeholder transparency
• Voting deadlines can be set with automatic closure and results compilation
• Search and retrieve historical board documents and board books quickly for compliance reviews or reference
• Anonymous voting options available when appropriate for board operations
• Integration with board agendas and meeting viewer for seamless voting during board meetings
• Vote before, during, or after board and committee meetings based on your organization’s governance requirements

Board members appreciate the clarity and simplicity of this board software, while board administrators gain confidence in the accuracy and board portal security of the voting process. No more lost votes, no more incomplete tallies, and no more email confusion.

See Our Board Management Platform in Action

Experience firsthand how BoardSite’s board portal solution can transform your board’s governance processes. We’ll set up a personalized demo account so you can explore the board portal features that matter most to your organization, no pressure, no obligations.

Whether you’re managing a board of directors with 3 or 25 board members, BoardSite adapts to your needs with transparent board portal cost. Small boards with 5 or fewer board members? Our board management software is completely free.