What is a board portal?
A board portal is a secure digital platform designed for board directors to conduct meetings, share confidential documents, and fulfill governance responsibilities. It is equipped with collaborative tools that streamline the entire meeting lifecycle, enhancing efficiency, transparency, and informed decision-making.
Optimizing Your Meeting Workflow with Board Portal Software
Investing in a board portal redefines collaboration, enabling faster decisions, better alignment, and more effective governance.
Before the Meeting
During Meeting
After the Meeting
Who are the primary users of a board portal?
Convene is built for everyone on board, seamlessly adapting to the needs of leaders, administrators, and everyone in between. Experience next-level ease of use paired with top-tier security — redefining how your board works together.
Board Directors
Stay updated and make informed decisions with an intuitive platform, made for your leadership needs.
CEOs & Executives
Engage in discussions and manage daily operations with Convene’s flexible and accessible board software.
Company Secretaries
Organize meetings while maintaining regulatory compliance with Convene’s world-class security & encryption.
Board Administrators
Simplify board tasks with a centralized document hub and automated notifications and workflows.
Features That Empower Smarter Board Decisions
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Meeting Scheduler
Invite participants and schedule one or recurring meetings with just a click. Collect RSVP responses to confirm meeting attendance.
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Agenda Builder
Create your board pack within minutes with its drag-and-drop feature for documents and agenda items.
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Video Conferencing and Integrations
Conduct seamless remote meetings with video conferencing capabilities within the board portal. No need to switch between apps.
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Live Meeting Tools
Present and review documents in meetings with Page Synchronisation, Laser Pointer tool, and Shared Annotations.
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Minutes Taker
Take minutes before, during, and after the meeting. Action items, votes, and meeting notes are synced in real-time.
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Annotations
Collaborate on documents offline or online with annotation tools. Share your ideas with selected people in real-time or create private annotations for your personal notes.
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Voting and Digital Signature
Cast votes in and out of meetings and oversee all decisions in a dashboard. Review and affix your signature and initials on documents instantly.
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Document Library
Access and manage confidential data in a centralized hub within your online board portal. Set permissions on who can access each file and folder.
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Action Item & Task Management
Assign action items, set deadlines, and track their progress to ensure accountability.
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Dashboard
With just a glance, you’ll have a clear overview of your board responsibilities, ensuring you never miss an important deadline or meeting.
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Audit Trail
Enhance transparency and accountability by generating comprehensive audit reports that provide insights into meeting activities and information access.
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Introducing
Convene AI
Generate meeting summaries in real-time, navigate the app more easily, and receive tailored support anytime.
Key Benefits of Choosing Convene for Board Management
Improved Communication
Easily share information, collaborate, and communicate with members and directors in real-time, from any location using any device.
Increased Productivity
Spend less time preparing for meetings and stay focused on the agenda. Create meeting packs in just a few clicks, and instantly send out minutes post-meeting.
Seamless eSignature Capabilities
Eliminate delays and streamline approvals with built-in eSignature functionality. Board members can securely sign documents directly within the platform—anytime, anywhere.
Enhanced Strategic Planning
Support your planning and monitoring activities by reviewing, collaborating, and voting on operational data, KPIs, and financial reports — all using the same board software.
Stronger Security
Worry less about cybersecurity. Board portals like Convene implement encryption, firewalls, two-factor authentication, and data backup — ensuring confidentiality and compliance with data privacy laws.
AI-Driven Meeting Intelligence
Harness AI to capture key insights, decisions, and action items from meetings. Skip transcripts, edit summaries, and stay aligned with real-time updates and smart notifications
How to Evaluate and Select the Right Board Portal for Your Needs
How a Board Portal Enhances Meeting Efficiency and Governance Processes?
- The right software should promote collaboration and productivity throughout the meeting cycle. You need to ensure that the digital board portal is designed with easy-to-use tools that can hold secure and strategic discussions whenever and wherever your board members are. They should have immediate access to meeting documents and last-minute updates, so they’re ready to partake in fruitful discussions.
- More so, corporate secretaries can build agenda packs within minutes as every piece of information can be retrieved in a secure centralized repository. Minutes and action items can easily be communicated and tracked by assistants within a board portal software.
Is the board portal easy for board members to use?
- For a platform to be adopted and embraced by the board, it should be accessible to members across multiple devices and browsers. Tools don’t have to be complicated. The goal is to provide better functionality without sacrificing convenience. Your directors must be able to navigate and annotate documents on a board portal the way they do with a hard copy.
- The right solution must offer intuitive tools accompanied by 24/7 product support and training for users.
How secure should a board portal be?
- Security is one of the concerns of boards when going digital, due to data breaches and scams. For industries like financial services that demand enterprise-grade security, it’s crucial to have features such as document encryption, role-based access controls, auto purge capabilities, and robust device security.
- Look also for government-approved cloud hosting offerings, enterprise continuity measures, and industry-compliant data processing procedures, such as GDPR.
How is the service and support of the board portal provider?
- Is the vendor known in the board management space? Are existing clients satisfied with the service and support of the vendor? Beyond smart tools, a board of directors’ portal is the better choice when its vendor provides tailored customer support at any time.
- Check also the vendor’s reviews, awards, and accreditations. These are key indicators of reliability and customer satisfaction. Azeus Convene, for instance, is a CMMI Level 5-accredited company with various awards from authorized review platforms like G2 and Capterra.
What is the return on investment with the board portal?
- Besides board portal pricing, part of evaluating your choices is considering what value you can get from what you spend. Look for a solution that can ensure savings in time, paper costs, and even labor. Also, look into how it can support your goals. Can it boost operations for a more agile board? Will it ensure better decision-making and governance outcomes? Will this reduce paper consumption and support sustainability?
- The right board software should take you closer to achieving your corporate goals and success.
Take the Next Move
Frequently Asked Questions About Board Portals
What are your hosting options?
Depending on client needs, Convene can be hosted on the cloud or on-premise. For cloud hosting, we host the system on the AWS data center while managing the IT infrastructure — software and hardware — necessary to run Convene. For on-premise hosting, we install Convene on your own IT infrastructure using your own hardware, network, and other IT resources.
How secure is Convene?
Convene employs industry — leading security measures — from our data hosting down to our application’s security features and security governance. To ensure that client data is protected at all times on all levels, our cloud offering is hosted in AWS enterprise-grade data centers with the following certifications: SOC 1/SSAE 16/ISAE 3402 (formerly SAS 70), ISO (27001, ISO27002, ISO27017 and ISO 27018).
At the same time, the Convene portal and application make use of AES-256 network and document encryption, multi-factor authentication, on-the-fly decryption, fine-grained access control, and have security features such as automatic purge for lost devices and an audit trail.
Convene is a highly secure SOC 2 accredited enterprise solution trusted by central banks, governments, and Fortune 500 companies.
How does Convene save money for organizations?
By digitizing and automating meeting processes, Convene saves organizations thousands of dollars in paper, printing, and delivery costs. At the same time, using Convene saves as much as 90% of the effort and dedicated staff required to facilitate meetings.
Convene has saved its clients 90,000 sheets of paper and upwards of $10,000 annually in administrative expenses while still maintaining a very competitive price point.
How does Convene make meeting processes more efficient?
Convene digitizes and streamlines the entire meeting process, effectively cutting down 90% of the time spent on pre-meeting agenda preparation all the way up to post-meeting minute distribution. With just a few clicks, meeting organizers can easily build meeting packs and instantly send them out to participants, while participants can conveniently and securely view and access their meeting documents wherever they are.
Get Started with Convene
See why organizations worldwide are making the switch to board portal for improved board governance. Convene has been rated the top board management software by several trusted sources of technology reviews.
