Welcome to BoardFusion

BoardFusion is your complete solution for professional board meeting management. This guide will help you get the most out of every feature.

What is BoardFusion?

BoardFusion is a comprehensive board meeting management platform designed to simplify governance for organizations of all sizes. It brings together everything your board needs:

• Meeting Scheduling – Coordinate calendars and send invitations automatically
• Agenda Building – Create professional, structured agendas with attached documents
• Board Packs – Generate comprehensive meeting packages with one click
• Minutes Generation – Transform meeting notes into polished minutes instantly
• Action Tracking – Ensure every decision is tracked to completion
• Committee Management – Manage all your boards and committees in one place

Key Benefits

Your First Login

Getting started with BoardFusion is easy. Here's what to expect when you first log in.

Step 1: Access Your Account

You'll receive a welcome email from BoardFusion with your login credentials. Click the link in the email or navigate directly to your organization's BoardFusion portal.

Step 2: Set Your Password

On your first login, you'll be prompted to create a secure password. We recommend:

• At least 12 characters
• A mix of letters, numbers, and symbols
• Something you haven't used elsewhere

Step 3: Complete Your Profile

Take a moment to complete your profile. Adding your photo helps other board members identify you, and ensuring your contact information is current enables important notifications.

Step 4: Explore the Dashboard

Once logged in, you'll see your personalized dashboard showing:

• Upcoming Meetings – Your next scheduled board and committee meetings
• Action Items – Tasks assigned to you that need attention
• Recent Documents – Board packs and materials you've recently accessed
• Notifications – Important updates and reminders

Dashboard Tour

Your dashboard is your command center for all board activities. Let's explore what's available.

Main Navigation

The main menu gives you quick access to all BoardFusion features:

Quick Actions

The dashboard features quick action buttons for common tasks:

• New Meeting – Start scheduling a new board meeting
• View Agenda – Jump directly to your next meeting's agenda
• My Actions – See all action items assigned to you

Quick Start Guide

Get productive in minutes with this quick start guide covering the essential workflows.

For Board Secretaries: Running Your First Meeting

For Board Members: Preparing for a Meeting

Scheduling Meetings

BoardFusion makes it easy to schedule board meetings that work for everyone.

Creating a New Meeting

To schedule a new meeting:

1. Navigate to Meetings from the main menu
2. Click the New Meeting button
3. Enter the meeting details:
   • Title – e.g., "Q1 2026 Board Meeting"
   • Date & Time – Select when the meeting will be held
   • Duration – Estimated length of the meeting
   • Location – Physical address or virtual meeting link
   • Committee – Select which board or committee this meeting is for
4. Select attendees from your member list
5. Click Create Meeting

Recurring Meetings

For boards that meet regularly, set up recurring meetings:

1. When creating a meeting, enable the Recurring option
2. Select the frequency (monthly, quarterly, etc.)
3. Choose which day of the week or month
4. Set an end date or number of occurrences

Managing Attendees

You can manage meeting attendees at any time:

• Add members by selecting from your organization's member list
• Invite guests who are not regular board members
• Assign proxies when a member cannot attend but designates a substitute
• Track RSVPs to see who has confirmed attendance

Building Agendas

Create professional, well-organized agendas that keep your meetings on track.

Agenda Structure

A typical board meeting agenda includes:

• Opening Items – Call to order, quorum confirmation, agenda approval
• Standing Items – Minutes approval, matters arising, declarations of interest
• Main Business – Discussion items, presentations, decisions required
• Reports – Committee reports, financial reports, management updates
• Closing Items – Any other business, date of next meeting, adjournment

Adding Agenda Items

1. Open your meeting and go to the Agenda tab
2. Click Add Item
3. Enter the item details:
   • Title – Clear, descriptive name
   • Description – Brief explanation of what will be discussed
   • Presenter – Who will lead this item
   • Time Allocation – How long this item should take
   • Item Type – Information, Discussion, or Decision
4. Attach any supporting documents
5. Save the item

Organizing Items

BoardFusion makes it easy to organize your agenda:

• Drag and drop items to reorder them
• Create sub-items for nested topics within a main item
• Number automatically – Items are numbered in sequence (1, 2, 3... or 1.1, 1.2...)
• Group by category – Organize items under section headers

Attaching Documents

For each agenda item, you can attach supporting materials:

• Click Attach Document on the agenda item
• Upload from your computer or select from the document library
• Documents are automatically included in the board pack
• Supported formats: PDF, Word, Excel, PowerPoint

Creating Board Packs

Generate professional board packs that compile all meeting materials into one comprehensive document.

What's in a Board Pack?

Your board pack automatically includes:

• Cover Page – Meeting title, date, time, and location
• Table of Contents – Page numbers for easy navigation
• Meeting Agenda – All agenda items with descriptions
• Supporting Documents – All attachments for each item, properly ordered
• Previous Minutes – Draft minutes from the last meeting (if applicable)
• Action Items Report – Status of outstanding actions

Generating Your Board Pack

1. Ensure all agenda items and documents are finalized
2. Open the meeting and click Generate Board Pack
3. Select your preferred format and options
4. Click Generate
5. Your board pack will be ready in moments

Distributing the Board Pack

Once generated, you can distribute the board pack:

• Secure Portal – Members access via their BoardFusion login (recommended)
• Email Notification – Send a notification with a secure link
• Download PDF – Download for offline access or printing

Updating the Board Pack

Need to make changes? Simply:

1. Update the agenda items or documents
2. Regenerate the board pack
3. Members are notified of the updated version

Running Your Meeting

BoardFusion supports you during the meeting with attendance tracking, live notes, and real-time transcription.

Starting the Meeting

1. Open the meeting in BoardFusion
2. Click Start Meeting when you're ready to begin
3. The meeting timer begins, helping you stay on schedule

Tracking Attendance

Record who attends the meeting:

• Mark members as Present, Absent, or Apology
• Record arrival and departure times for partial attendance
• Note any proxies representing absent members
• Attendance is automatically included in the minutes

Taking Notes

For each agenda item, you can record:

• Discussion Summary – Key points raised during discussion
• Decisions – What was decided or resolved
• Action Items – Tasks to be completed, with assignees and due dates
• Votes – Record motions, proposers, seconders, and vote counts

Live Transcription

For meetings with live transcription enabled:

• Audio is transcribed in real-time
• Transcripts are searchable after the meeting
• Review transcripts when drafting minutes

Confidential Items

For sensitive agenda items, BoardFusion supports confidential handling:

• Mark items as Confidential
• Control who can view confidential discussions
• Confidential items can be excluded from standard minutes

Meeting Minutes

Generate professional meeting minutes with just one click, then route them for approval digitally.

Generating Minutes

1. After the meeting ends, open the meeting record
2. Review and finalize your notes for each agenda item
3. Click Generate Minutes
4. Select your minutes format/template
5. The minutes are generated automatically

What's Included

Generated minutes include:

• Meeting Details – Date, time, location, and meeting type
• Attendance – List of attendees, apologies, and guests
• Agenda Items – Each item with discussion summary and outcomes
• Decisions – All decisions made, highlighted for easy reference
• Action Items – Complete list with assignees and due dates
• Voting Records – Motions and voting outcomes

Editing Minutes

Before approval, you can edit the minutes:

• Review the auto-generated content
• Make corrections or additions
• Add any items that weren't captured
• Remove any confidential content that shouldn't be in the formal record

Approval Workflow

BoardFusion supports digital approval of minutes:

1. Mark the minutes as Draft Complete
2. Send for Chair Review
3. The Chair reviews and approves (or requests changes)
4. At the next meeting, minutes are formally approved
5. Approved minutes are locked and archived

Action Items

Ensure every decision leads to action with comprehensive tracking from assignment to completion.

Creating Action Items

Action items can be created:

• During Meetings – Capture actions as they're assigned
• From Minutes – Extract actions from meeting notes
• Independently – Create standalone actions for follow-up items

Action Item Details

Each action item includes:

Tracking Progress

The Action Dashboard shows:

• All outstanding actions across meetings
• Actions organized by due date, assignee, or status
• Overdue items highlighted for attention
• Progress trends over time

Automatic Reminders

BoardFusion sends automatic reminders:

• When new actions are assigned to you
• Before due dates (configurable timing)
• When actions become overdue

Reporting on Actions

At each board meeting, you can generate an Action Report showing:

• Status of all outstanding actions
• Actions completed since the last meeting
• Overdue items requiring attention

Document Library

Store, organize, and access all your board documents in one secure location.

Uploading Documents

1. Navigate to Documents in the main menu
2. Click Upload
3. Select files from your computer (or drag and drop)
4. Choose a folder location
5. Add tags for easy searching

Organizing Documents

Keep your library organized with:

• Folders – Create a logical folder structure
• Tags – Add labels for cross-cutting categories
• Meeting Links – Documents attached to meetings are linked automatically

Finding Documents

BoardFusion offers powerful search:

• Search by file name, content, or tags
• Filter by date range, uploader, or folder
• View recently accessed documents

Version Control

When documents are updated:

• Previous versions are retained automatically
• View version history to see changes over time
• Compare versions to see what changed
• Restore previous versions if needed

Adding Annotations

Make personal notes on board documents that only you can see, helping you prepare for and participate in meetings.

How to Annotate

1. Open any document in the document viewer
2. Use the annotation toolbar to:
   • Highlight – Mark important passages
   • Comment – Add notes to specific sections
   • Underline – Emphasize key points
   • Draw – Add freehand markings
3. Your annotations are saved automatically

Annotation Privacy

By default, your annotations are private:

• Only you can see your personal annotations
• They don't affect the original document
• They're available whenever you view the document

Using Annotations in Meetings

When viewing documents during a meeting:

• Your personal annotations appear for your reference
• Quickly find the points you wanted to raise
• Add new annotations during discussions

Managing Committees

Organize all your boards, committees, sub-committees, and working groups in one place.

Committee Structure

BoardFusion supports complex governance structures:

• Main Board – Your primary governing body
• Committees – Standing committees (Audit, Risk, Finance, etc.)
• Sub-Committees – Committees reporting to other committees
• Working Groups – Temporary groups for specific projects

Creating a Committee

1. Navigate to Committees
2. Click New Committee
3. Enter committee details:
   • Name and description
   • Parent committee (if applicable)
   • Committee type
4. Add members with their roles
5. Save the committee

Committee Members

For each committee member, you can track:

• Role (Chair, Vice Chair, Member, Secretary)
• Term dates (start and end)
• Attendance record
• Committee-specific permissions

Member Profiles

Maintain comprehensive profiles for all board and committee members.

Profile Information

Each member profile includes:

• Contact Details – Email, phone, address
• Committee Memberships – All committees they belong to
• Roles – Current positions held
• Term Information – When their term started and ends
• Skills & Experience – Background and expertise

Updating Your Profile

1. Click your name in the top right corner
2. Select My Profile
3. Update your information
4. Save changes

Proxy Assignments

When a board member cannot attend a meeting, they can designate a proxy to participate on their behalf.

Assigning a Proxy

1. Open the meeting you'll miss
2. Click Assign Proxy
3. Select the person who will represent you
4. Specify any limitations or instructions
5. The proxy receives notification of their assignment

Proxy Permissions

Proxies can:

• Attend and participate in discussions
• Vote on behalf of the absent member
• Access meeting materials

Recording Proxy Attendance

When recording attendance:

• Mark the original member as "Absent (Proxy Assigned)"
• The proxy is recorded as attending on their behalf
• This is captured in the minutes automatically

Attendance Tracking

Maintain accurate attendance records for governance and compliance purposes.

Recording Attendance

During each meeting, record:

• Present – Member attended the meeting
• Absent – Member did not attend
• Apology – Member sent apologies in advance
• Partial – Member attended part of the meeting (with times)

Attendance Reports

Generate attendance reports showing:

• Individual member attendance over time
• Committee attendance trends
• Compliance with attendance requirements

Declarations of Interest

Manage conflict of interest declarations to ensure transparent and ethical governance.

Annual Declarations

Board members complete annual declarations covering:

• Business interests and directorships
• Financial interests relevant to the organization
• Relationships that could create conflicts
• Other positions held

Meeting-Specific Declarations

At the start of each meeting, members can declare:

• Conflicts related to specific agenda items
• New interests acquired since their annual declaration

Managing Conflicts

When a conflict is declared:

• It's recorded in the meeting minutes
• The member may be asked to recuse themselves from discussions
• The Chair determines appropriate action

Audit Trail

BoardFusion maintains a complete record of all activities for compliance and accountability.

What's Tracked

The audit trail records:

• Document access and downloads
• Changes to meetings and agendas
• User logins and activities
• Approvals and sign-offs
• All system changes

Accessing Audit Logs

Administrators can view audit logs by:

• User – What did a specific person do?
• Document – Who accessed this document?
• Meeting – What changes were made?
• Time Period – What happened during a date range?

Generating Reports

Create governance reports to demonstrate compliance and track performance.

Available Reports

Generating a Report

1. Navigate to Reports
2. Select the report type
3. Choose your date range and filters
4. Click Generate
5. View online or download as PDF/Excel

Guide for Board Secretaries

As the Board Secretary, you're at the heart of governance operations. This guide covers your key workflows.

Your Key Responsibilities in BoardFusion

• Scheduling and coordinating meetings
• Building and distributing agendas
• Managing board pack creation
• Recording attendance and minutes
• Tracking action items
• Maintaining the document library

Your Weekly Workflow

Secretary Pro Tips

• Use templates for recurring agenda items to save time
• Set up recurring meetings for the year in advance
• Create a document request checklist for presenters
• Review minutes from previous meetings before generating new ones
• Use the action report in every board pack to maintain accountability

Guide for Board Members

As a Board Member, BoardFusion helps you stay informed and engaged with minimal effort.

Your Key Activities in BoardFusion

• Reviewing board packs before meetings
• Adding personal annotations to documents
• Tracking your assigned action items
• Reviewing and approving minutes
• Submitting declarations of interest

Before Each Meeting

1. Review the board pack when you receive the notification
2. Add annotations to flag items you want to discuss
3. Check your actions for items you need to report on
4. Note any conflicts related to agenda items

During the Meeting

• Access the board pack and agenda on your device
• View your annotations alongside the presenter's screen
• Declare any conflicts at the appropriate time

After the Meeting

• Review any actions assigned to you
• Update action progress as you work on items
• Review draft minutes when circulated

Guide for Board Chairs

As Chair, BoardFusion gives you the tools to lead effective meetings and maintain governance oversight.

Your Key Activities in BoardFusion

• Approving agendas before distribution
• Reviewing board packs in advance
• Running meetings efficiently
• Reviewing and approving minutes
• Monitoring governance health

Pre-Meeting Review

• Review the proposed agenda with the Secretary
• Ensure appropriate time allocations
• Preview complex or sensitive items
• Check the action report for overdue items

Running the Meeting

• Use the agenda view to keep meetings on track
• Note decisions as they're made
• Assign actions clearly during discussions
• Manage declarations of interest appropriately

Post-Meeting

• Review draft minutes prepared by the Secretary
• Approve minutes for circulation or request changes
• Sign minutes digitally for official records

Guide for Presenters

Presenting to the board? BoardFusion makes it easy to prepare and share your materials.

Preparing Your Presentation

1. Work with the Board Secretary to confirm your agenda slot
2. Prepare your materials in advance of the board pack deadline
3. Upload your documents directly or send to the Secretary

Document Guidelines

• Format – PDF is preferred; Word and PowerPoint are also accepted
• Length – Be concise; board members have many documents to review
• Structure – Include an executive summary for complex items
• Timing – Submit materials at least 7 days before the meeting

During Your Presentation

• Your materials are accessible to all members on their devices
• Reference page numbers to help members follow along
• Be prepared for questions on your submitted materials

Board Pack Best Practices

Create board packs that members will actually read and use effectively.

Timing

• Distribute board packs at least 5-7 days before the meeting
• Avoid last-minute additions that members can't review properly
• If urgent additions are needed, highlight them clearly

Content

• Executive summaries – Include a summary for complex reports
• Clear recommendations – State what decision is required
• Consistent formatting – Use templates for a professional look
• Appropriate length – Don't overwhelm members with unnecessary detail

Organization

• Follow a logical order matching the agenda
• Include a clear table of contents
• Number pages consistently
• Use clear section headers

Creating Effective Agendas

A well-structured agenda is the foundation of a productive board meeting.

Essential Elements

• Clear item titles that describe the topic
• Time allocations that are realistic
• Item types – Is this for information, discussion, or decision?
• Presenter names so members know who's leading each item
• Reference to supporting documents

Agenda Structure Tips

• Put important decision items when energy is highest (not at the end)
• Group related items together
• Schedule appropriate breaks for long meetings
• Leave time for "Any Other Business" but manage expectations

Managing Agenda Time

• Be realistic about how long discussions take
• Build in buffer time for complex items
• Consider consent agendas for routine approvals

Action Tracking Tips

Ensure decisions lead to results with effective action tracking.

Writing Clear Actions

• Start with a verb (Review, Prepare, Contact, Submit...)
• Be specific about what needs to be done
• Assign to a single person (not a group)
• Set realistic due dates

Following Up

• Include an action report in every board meeting
• Contact assignees before due dates to check progress
• Escalate overdue items appropriately
• Celebrate completed actions to reinforce accountability

Closing Actions

• Mark actions as complete when they're done
• Add completion notes if helpful for records
• Archive completed actions after board acknowledgement

Frequently Asked Questions

Quick answers to common questions about using BoardFusion.

Contact Support

Need help? Our support team is here for you.

Support Hours

Our support team is available Monday through Friday, 8:00 AM to 5:00 PM local time.

Request Training

Get the most out of BoardFusion with personalized training for your team.

Training Options

Request Training

To schedule training for your team, contact us at info@iswesolutions.com or speak with your ISWE Solutions account manager.