Board Minutes Help & Documentation

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Welcome to Board Minutes

Board Minutes is designed to help homeowners associations manage their meetings efficiently. Here's what you need to know to get started:

Key Features:

  • Create and manage associations
  • Maintain officer and manager records
  • Schedule and organize meetings
  • Create detailed agendas
  • Record meeting minutes and motions
  • Export and manage approved minutes

  1. Click on "Associations" in the navigation menu
  2. Select "Create New Association"
  3. Fill in your association details:
    • Association Name
    • Street Address
    • City
    • State
    • Zip Code
  4. Click "Create Association" to save

Adding Officers:
  1. Go to your association's detail page
  2. Click "Add New Officer"
  3. Enter officer details:
    • First and Last Name
    • Email Address
    • Position (President, Secretary, etc.)
Adding a Manager:
  1. On your association's detail page
  2. Look for the Manager section
  3. Click "Add New Manager"
  4. Enter manager details:
    • First and Last Name
    • Email Address

Schedule a Meeting:
  1. Click "Meetings" in the navigation
  2. Select "Create New Meeting"
  3. Fill in meeting details:
    • Date and Time
    • Location
    • Meeting Type
Creating an Agenda:
  1. Open the meeting details
  2. Click "Create Agenda"
  3. Add agenda items:
    • Title and Description
    • Order number
Recording Meeting Details:
  1. During/after the meeting, edit the meeting
  2. Record:
    • Attendance
    • Time called to order
    • Quorum status
    • Motions and votes
    • Time adjourned

Exporting Minutes:
  1. Open the completed meeting
  2. Click "Export to Word"
  3. Review and edit the exported document
  4. Save for distribution or approval
Uploading Approved Minutes:
  1. After approval, return to the meeting
  2. Click "Upload PDF"
  3. Select your approved PDF file
  4. Submit to store the official record

You can add as many officers as needed from your association's edit page. Each officer needs to have a unique position within the association.

Yes, you can edit all aspects of a meeting until it is marked as approved. Once approved, certain fields may be locked to maintain record integrity.

When editing a meeting, you can add motions to any agenda item. Each motion includes fields for the motion text, who proposed and seconded it, and the voting results.

The system accepts PDF files for approved minutes. You can export draft minutes to Word format for editing, but final approved versions must be uploaded as PDFs.

When editing a meeting, check the "Has Guests" option and use the guests field to record their names. This information will be included in the meeting minutes.