Learn About the Board HQ App for Board Management

Let Board HQ be your headquarters for everything board-related!

What is Board HQ?

Board HQ is a premium app that serves as the organizational hub for important items related to your board: board membership, meeting planning and communication, and evergreen documents. It's designed by people who have been there and know how hard it can be to have everything everywhere!

Board HQ is divided into four main areas:

• Next Meeting - Start putting together your next meeting by attaching previous meeting minutes, managing a list of action items, and running your financial reports right from MonkeyPod.
• Board Members - Manage your board membership here and stay up to date on board member terms. Easily track who serves on various committees too.
• Resources - Upload and manage evergreen documents here and email them to one, all, or specific board members.
• Meeting Archives - Upload and view previous meeting minutes here.

How do I install Board HQ in my MonkeyPod?

Board HQ, is a premium app in MonkeyPod. To install it, choose Apps & Integrations > Governance from the main menu. Then select the option there to learn more about the app, and click the button to "Install". Once installed, Board HQ appears in the Apps & Integrations menu under "My Apps & Integrations".

How do I manage my board members in Board HQ?

Board HQ lets you to manage board membership and committees all in one place! Get started in Board HQ by clicking the "Board Members" tab to begin adding your board members.

To record someone as a board member, choose "Add a Board Member" and start typing their name to search your MonkeyPod for an existing relationship, or create new ones if you need to. Enter the title and dates of the term for each board member. If you've set up committees in Board HQ, they appear here as well so you can easily select any committee that the board member serves on. Click "Save" when done.

Editing board member information

As with most things in MonkeyPod, if you need to edit a board member's details, just click the edit icon associated with their entry. Click the trash can icon to completely delete their entry in Board HQ.

How do I manage committees in Board HQ?

In the "Board Members" section of Board HQ, you can also manage your committees. To add a committee, just enter the name under the "Committees" header and click the check mark to save it. Choose which board members are on each committee by editing the board member's details and selecting the appropriate committee(s).

How do I use Board HQ to organize my next meeting?

To begin planning for your next board meeting, click the "Next Meeting" tab in Board HQ, and then click "Add a meeting" .

From here you can add the details of your board meeting:

• When is it? Be sure to enter this in your current local timezone!
• What type of meeting is it?
• Where will be it held?
• Any special instructions for attendees.

Once you save the meeting, the details appear under the "Next Meeting" tab. Use the "Edit Details" link if you need to change or add anything to the meeting information.

Now that the meeting has been created, you can use Board HQ to track what needs to be done to prepare your meeting packet.

Set up your meeting prep "To Do" list with action items

Create "action items" for yourself right in Board HQ as you prepare for each meeting. This creates a useful "to do" list can then be copied from meeting to meeting to make sure nothing falls through the cracks!

Get started by adding an action items in the "Meeting Prep" section. Just enter the task and click the green checkmark to save it.

Check off an item when complete. Or to view or edit the action item, click the item name and adjust the due date, status, priority, description or tags. Quickly assign the task to someone by clicking the assign icon next to the task. Check out this article to learn more about working with action items.

The next time you set up a meeting, you will have the option to "Copy previous action items" to easily create copies of the action items used for the previous meeting!

Pull together your board packet

Your next step is to pull together any documents you need for your board meeting. These often include prior meeting minutes and financial documents, for starters. Board HQ makes it easy to gather these documents under the "Documents for Board Packet" section.

If available, the previous meeting's minutes are included by default. To add any other documents click "Add a document" and and upload what you need.

If you see an alert that says "Prior meeting minutes are missing", click the Meeting Archives tab in Board HQ, and upload the minutes for your prior meeting there. When you return to the "Next Meeting" tab to assemble documents for your next meeting, you'll see that prior meeting minutes are now listed there.

Generate your financial reports

Use the links under "Standard Reports" to run your Statement of Activities and your Statement of Financial Position reports. Once the reports have been generated, you can download them and then add them to "Documents for Board Packet".

Add any guest attendees

If you have any guests coming to the meeting, add them under the "Guest Attendees" heading. Just start typing their name, and if they're already in your MonkeyPod, their name will auto-complete. If they aren't already entered, you'll have the option there of creating a new relationship in MonkeyPod for the guest.

Adding a guest here is a reminder of who's attending. It also lets you include them when you send a reminder email about the meeting (see below).

How can I email the meeting information to the board?

Once you have your board packet together for the meeting, and you've added any any guest attendees to the meeting, use the "Send Meeting Reminder and Materials" button on the Next Meeting screen to do just that!

Choose which board members, guests, and committee members should receive the email. Customize your message if needed, and click "Send".

Where can I manage evergreen documents in Board HQ?

Board HQ also serves as a repository for your evergreen documents. These are documents that are not specific to a particular meeting, but are documents your board members will likely want to refer to on a regular basis. Examples include your board handbook or your organization's bylaws.

You can add these to Board HQ by selecting the "Resources" tab.

Then click "Add Documents" to upload your files.

Sending documents to your board from Board HQ

Sending documents from Board HQ is easy. Just select the documents that you want to send and choose "Email Selected Documents".

You can then select who the recipients are, add an introduction, and a signature, and click "Send" to have MonkeyPod to send the documents for you. The email will include a link for the recipient to use to access the file, rather than sending it as an attachment.

Where can I see future and previous meetings in Board HQ?

Future meetings as well as previous meetings, minutes, and documents can be accessed in Board HQ through the "Meeting Archives" tab.

View and edit future meetings

Click the gear icon next to a future meeting to edit its details. Or click the trash can icon to delete it completely.

Upload past meeting minutes

To upload your previous meeting minutes, simply click on "Attach minutes". Not only will this attach the meeting minutes to this meeting, but it will also attach them as "Previous meeting minutes" to the next meeting!

Check off previous meeting "to dos"

Here you can also mark any action items from past meetings as "complete" if they didn't previously get done.

Frequently Asked Questions

Are there any example documents that can help me get started?

Yes! Check out our samples and templates for agendas and minutes. These document have been put together by people who have been doing this a long time!

What's this warning about my prior meeting minutes are missing?

Ideally, you will upload your meeting minutes to past meetings when those minutes are ready. That way, when you pull together the documents for your board packet for the next meeting, your prior meeting minutes will automatically appear, ready to be included.

If your previous meeting's minutes have not be uploaded in Board HQ, you'll see an alert when planning your current meeting that shows that "Prior meeting minutes are missing".

Don't use the "Add a document" link to upload them here. Instead, click the "Meeting Archives" tab in Board HQ to access your previous meeting's information. Click the "Attach minutes" option for the meeting and the minutes will be added to that meeting and automatically appear as an option for next meeting's board packet.

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