We're happy to have you on board. Boardly is here to help you simplify your board management, save time, and improve your board's overall effectiveness.
Overview
Boardly is a user-friendly platform designed to make your board meetings and governance processes more efficient. Think of it as a central hub for everything your board needs. You can organize meetings, share documents securely, track action items, and create reports, all in one place.
Boardly is especially helpful for startups, medium and growing businesses, nonprofits, and government agencies that want to improve how their boards operate. It's built to be easy to use, so you don't need to be a tech expert to get started.
With Boardly, you can run better meetings, create agendas, share documents ahead of time, and use AI to help write board reports or generate meeting minutes. It is where you securely store all your important board materials, and is accessible anytime, anywhere. Boardly helps your board work smarter, not harder.
This section outlines key concepts and features within the platform that will help you understand its functionality and how it can help you manage your governance reporting cycles.
Organisation
Organisation is the starting point within Boardly. Think of it as the central hub for your entire entity's governance activities. When you create a Boardly account, you'll establish your Organisation profile, providing a secure and dedicated space for all your boards, committees, and teams. This top-level structure keeps all your governance information organized and separate from other organisations you might be involved with.
Workspaces
Within your Organisation, you create workspaces for your board and other governance teams. These workspaces represent the different groups responsible for governance and oversight, such as your Board of Directors, Board Committees and Management Committees. Create a dedicated workspace for each of the governance teams, allowing you to manage documents, meetings, actions, resolutions, and access rights specific to that group.
Meetings
Meetings serve as the foundation for all discussions, decisions, and actions. You can create meetings, assign agendas, and track attendance. Meetings are linked with agenda papers, decisions, actions, and minute of meetings.
Agenda Items
These represent the topics discussed during a meeting. You can create, edit, and track agenda items as part of the meeting management process. The platform allows you to identify and allocate owner of agenda item requiring paper submissions. Space managers and agenda owners can add contributors to the agenda papers. Space managers and board members are notified when an agenda paper is submitted as final.
AI in Agenda Paper Writing
Boardly AI can assist in writing and refining agenda papers. It helps generate meeting papers better and faster, offers suggestions for improving content, and proofreads to correct any grammatical, spelling, or formatting issues, making it easier to prepare high-quality meeting documents.
Actions & Decisions
The platform allows users to capture Actions and Resolutions (e.g. decisions) during meetings. You can manually add actions and decisions, or edit them as needed. Each action can be assigned to an owner who can manage their own due dates, with automated notifications to keep everyone on track.
Meeting Minutes
Meeting minutes can be manually drafted or automatically generated through Boardly AI's voice-to-text transcription. Minutes serve as the official record of the meeting and can also be refined and proofread with Boardly AI before publishing.
Notifications
Notifications are automatically triggered by the system for specific events such as when agenda item is assigned, agenda is published, board reports are due, actions created, and meeting minutes published, etc. Additionally, Secretaries can manually trigger both app and email notifications when board reports or actions are due.
Here's a step-by-step guide to setting up your Boardly account and onboarding your team:
Step 1. Create Boardly Account
1. Visit https://app.boardly.co
2. Follow the prompts to create your free Boardly account.
Step 2. Create Your Organisation in Boardly
1. Once signed in, you'll be prompted to create your Organisation, which represents your company or entity.
2. Enter your Organisation's name and country, then follow the on-screen prompts to complete the setup.
3. After setup, you'll be redirected to the main dashboard, where you can begin creating workspaces for your governance teams.
Step 3: Administrator Sets Up Team Member Profiles
1. Head to Team tab, click the + User button located in the top right corner.
2. A pop-up window will appear. Here you'll create a Company User Profile for the new team member.
3. Enter the team member's Email. Note that the email must be associated with an existing Boardly account. If the person you are adding does not have an existing account, they need to create one first. See Step 1.
4. Complete the user profile by adding the team member's Full Name, Job Title, and Business Unit.
5. Click Save. User has been added.
Step 4: Create a Workspace
1. Go to the Workspaces tab in the main navigation. Click the + New Workspace button in the top right corner.
2. In the pop-up window, enter the workspace name (e.g., Board of Directors, Audit Committee, Remuneration Committee). Select the appropriate workspace type if applicable.
3. Click Create. Your new workspace will now appear in the list and is ready for team setup and meeting configuration.
Step 5: Administrator Gives Access to the Workspace
1. Go to the Workspaces tab. Select the relevant governance team (e.g., Board of Directors, Audit Committee), or create one if none in the list.
2. Click on the Team Access tab.
3. Click the + User button in the top right corner.
4. In the pop-up window, select the appropriate Member Type.
5. Select the team member you wish to add from the list. A company profile must be created first before a user can be added to a workspace.
6. Click Save.
You're all set! Your team members are now ready to collaborate on Boardly.
Your Boardly user account is your personal identity across all organisations and workspaces. Each user has a single account that can be linked to one or more organisations. A user must create an account in order to access any organisation or workspace.
Accessing Your Account
Go to https://app.boardly.co and log in using your registered email and password.
If you’ve forgotten your password, click “Forgot password?” on the login page to reset it.
Viewing and Editing Your Profile
Click your profile icon in the top-right corner of the app. A new window will open. Here, you can update your personal details.
Your Organisation is the starting point within Boardly. Think of it as the central hub for your entire entity's governance activities. When you create a Boardly account, you'll establish your Organisation profile, providing a secure and dedicated space for all your boards, committees, and teams. This top-level structure keeps all your governance information organized and separate from other organisations you might be involved with.
Create Your Organisation in Boardly
1. Within the My Organisation page. Click the + Organisation button in the top right corner.
2. Enter your Organisation's name and country, then follow the on-screen prompts to complete the setup.
Adding a Company User
1. Go to Team tab.
2. Click + User button.
3. Add user details and create user profile.
Notes:
- Only Administrators can add a users.
- Administrators can only add user with existing account with Boardly.
Editing User Details
1. Click Edit icon next to the user name.
2. Provide new user details and click Save.
3. Toggle Administrator Access button to give user admin access.
4. Click Save to save changes.
5. Click the Archive button to archive a user. The user will no longer be able to access the organisation and workspaces.
Creating a Workspace
1. Go to the Workspaces tab in the main navigation. Click the + New Workspace button in the top right corner.
2. In the pop-up window, enter the workspace name (e.g., Board of Directors, Audit Committee, Remuneration Committee). Select the appropriate workspace type if applicable.
3. Click Create. Your new workspace will now appear in the list and is ready for team setup and meeting configuration.
Workspace Access
Workspace access defines permissions specific to governance teams (e.g board or committees). A "Member" access is required to view all board and committee documents. Only authorised users such as committee chair, members, and standing attendees have the access rights to view documents within each workspace.
For collaboration, users can be added as "Contributors" and can be tagged in committee papers, actions, or assessments, enabling them to view and edit only the documents they are tagged in. This access is restricted to those documents, and users will not have access to other documents within the workspace.
Governance access is managed by the workspace managers.
Giving Access to the Workspace
1. Go to Team Access tab.
2. Click + User button.
3. Select user access type (Manager, Member, Contributor).
4. Select from team members list.
5. Click Add as (access type) button.
Removing Workspace Access
1. Click X button next to the user name.
2. Confirm action.
Creating a Meeting
1. Navigate to the Meetings tab.
2. In the top-right corner, click the + Meeting button.
3. Enter the meeting details and click Save.
Editing a Meeting
1. Click the Edit button next to the meeting name.
2. Update the details and click Save.
Data Fields
Meeting Name: Provide a name for the meeting (e.g., Risk Committee Meeting - June 2025).
Status: Choose between Placeholder or Confirmed.
Meeting Date and Time: Select the date and time of the meeting.
Paper Due Date: Specify the deadline for paper submissions. Automated notifications will be sent out before the paper due date.
Adding an Agenda Item
1. Go to the Meetings tab and select the meeting name.
2. In the top-right corner of the Agenda tab, click + Agenda.
3. Enter the agenda details and click Save.
Editing an Agenda Item
1. Click the Edit button next to the the agenda name.
2. Update the agenda details and click Save. Agenda can't be edited once published. Unpublish the agenda to make last minute changes.
Data Fields
Agenda Name: A short title, such as the title of the board or committee report.
Presenter: Select from the list of onboarded users.
Type: Choose one of the following: For Discussion, Decision, or Noting.
Time Allocated: The amount of time assigned for the presentation.
Requires Paper Submission: Toggle this button to indicate if a paper submission is required. Not all agenda items require a paper submission (e.g., quorum confirmation, round-table discussions, Q&As).
Adding an Action
1. Within the meeting details page, click the Actions tab.
2. In the top-right corner of the, click the + Action button.
3. Enter the action details and click Save.
Editing an Action
Actions can be accessed via Actions Tab, Meeting Agenda and within the Agenda Paper.1. Select the action.
2. Click the Edit button next to the action name.
3. Update the action details and click Save.
Adding a Decision
1. Within the meeting details page, click the Decisions tab.
2. In the top-right corner of the, click the + Decision button.
3. Enter the action details and click Save.
Editing a Decision
Decisions can be accessed via Decisions Tab, Meeting Agenda and within the Agenda Paper.
1. Select the decision.
2. Click the Edit button next to the action name.
3. Update the decision details and click Save.
Adding Meeting Minutes
Go to the Meetings tab, Past meetings. Click the Minutes button.
Manually Adding and Refining Meeting Minutes
1. Click Edit buttons and manually enter the meeting details.
2. Refine the minutes using AI tools:
- Click Refine to improve writing style. AI will generate suggested wording.
- Click Proofread to correct grammar, spelling, or punctuation errors.
3. Copy the AI-generated wording and paste it into the minutes text box.
4. Click Done Editing to save the minutes.
AI Voice Transcription
1. Click the Upload MP3 button and select the media file (MP3). The platform will generate a voice transcript. A confirmation box will appear when the transcription is complete.
2. Click the Transcript button to view the full transcript. Use the Clear button to delete the transcript.
AI-Generated Meeting Minutes
1. Meeting minutes are automatically generated alongside the voice transcription.
2. To edit the AI-generated minutes, click Edit Minutes.
3. Use AI to further refine and proofread the minutes before saving.
Uploading a Document
1. Head to Documents tab.
2. Click the + Document button in the top-right corner.
3. Select a PDF document.
4. Enter the document name and version date.
5. Click Save to complete the upload.
Creating a New Assessment
1. Go to the Assessments tab. Click the + Assessment button in the top-right corner.
2. A pop-up window will appear. Complete the required fields and click Save.
3. You will be redirected to the detailed assessment page.
Adding Assessment Criteria
1. Click the + Assessment Criteria button.
2. Enter the theme, assessment criteria, result summary, and rating.
3. Click Save to add the criteria.
4. To edit a criteria, click the Edit button next to the criteria name, update the details, and Save.
Editing Assessment Details
1. Click the Edit button right next to the assessment name.
2. Update the status, overall assessment rating, and assessment summary.
Adding an Assessor
1. Go to the Assessors section at the top right of the page. Click the Add button.
2. Select a team member from the list.
3. Click Save.
Note: Only Space Managers and Assessors can make changes to assessments.
Automated notifications are sent via app and email for these events. Mobile app notification must be turned ON to receive these notifications. Workspace Managers can also manually trigger app and email notifications for agenda items or actions when they are due:
Automated Notifications
Managers can manually trigger app and email notifications for agenda items or actions when they are due:
1. Go to the Papers or Actions tab.
2. Select the document.
3. In the top-left corner, click the Bell button to manually trigger email notification.
The platform is accessible via both web and mobile (phones and tablets), supporting iOS and Android devices. The mobile app provides a user-friendly interface for managing meetings, actions, and reports on the go.
Download apps here:
Refer to pricing page for the most up to date subscription plans.
To subscribe, head to Subscription tab. Click the Subscribe button, follow the prompts and complete the payment. Account will be automatically updated once payment is complete.
Managing Your Subscription
To manage your subscription, go to the Billing section. Click Manage Subscription. You will be redirected to a new window, where we use Stripe to manage billing.
In this window, you can:
- Update your subscription (increase/decrease users)
- Cancel your subscription
- Update your company email
- Add or update payment methods
- View your invoices
For any payment disputes, raise a support ticket or email support@boardly.co. We will respond to you within 1-2 business days or as soon as we can.
