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.

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Optimizing Your Meeting Workflow with Board Portal Software

Investing in a board portal redefines collaboration, enabling faster decisions, better alignment, and more effective governance.

Preview of a pre-meeting discussion using the Convene board portal tool

Before the Meeting

  • Schedule and publish one- or multi-day meetings instantly
  • Build the agenda via drag-and-drop
  • Circulate meeting packs in one click
  • Access meeting documents and create private or shared annotations
  • Receive notifications on the latest updates on meeting packs
Preview of a during the meeting discussion using the Convene board portal tool

During Meeting

  • Join or start virtual meetings in a few clicks
  • Present in real-time using any device
  • Collaborate via video conferencing and other meeting tools
  • Vote, assign tasks, and sign documents within the app
  • Record live meeting minutes and notes
Preview of a post-meeting discussion using the Convene board portal tool

After the Meeting

  • Send meeting summary instantly via email
  • Export minutes as PDF for distribution and record-keeping
  • Review and approve meeting packs and minutes
  • Track and monitor action items
  • Download meeting recordings and transcripts for documentation

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

    Board Directors

    Stay updated and make informed decisions with an intuitive platform, made for your leadership needs.

  • Company Secretaries

    Company Secretaries

    Organize meetings while maintaining regulatory compliance with Convene’s world-class security & encryption.

  • CEOs & Executives

    CEOs & Executives

    Engage in discussions and manage daily operations with Convene’s flexible and accessible board software.

  • Board Administrators

    Board Administrators

    Simplify board tasks with a centralized document hub and automated notifications and workflows.

Features That Empower Smarter Board Decisions

Maximize your investment by finding the right tools that address your needs and perform beyond. To experience efficiency, collaboration, and better governance, look for these electronic board portal features — readily available with Convene.

  • Conceptual icon about meeting scheduler

    Meeting Scheduler

    Invite participants and schedule one or recurring meetings with just a click. Collect RSVP responses to confirm meeting attendance.

  • Conceptual icon about agenda builder

    Agenda Builder

    Create your board pack within minutes with its drag-and-drop feature for documents and agenda items.

  • Conceptual icon about video connferencing and integration

    Video Conferencing and Integrations

    Conduct seamless remote meetings with video conferencing capabilities within the board portal. No need to switch between apps.

  • Conceptual icon about live meeting tools

    Live Meeting Tools

    Present and review documents in meetings with Page Synchronisation, Laser Pointer tool, and Shared Annotations.

  • Conceptual icon about minutes taker

    Minutes Taker

    Take minutes before, during, and after the meeting. Action items, votes, and meeting notes are synced in real-time.

  • Conceptual icon about annotations

    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.

  • Conceptual icon about voting and approval

    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.

  • Conceptual icon about document library

    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.

  • Conceptual icon about task management

    Action Item & Task Management

    Assign action items, set deadlines, and track their progress to ensure accountability.

  • Conceptual icon about dashboard

    Dashboard

    With just a glance, you’ll have a clear overview of your board responsibilities, ensuring you never miss an important deadline or meeting.

  • Conceptual icon about audit trail

    Audit Trail

    Enhance transparency and accountability by generating comprehensive audit reports that provide insights into meeting activities and information access.

  • Convene AI logo

    Introducing
    Convene AI
    Generate meeting summaries in real-time, navigate the app more easily, and receive tailored support anytime.

EXPLORE ALL FEATURES

Key Benefits of Choosing Convene for Board Management

Engineered to enhance the overall board meeting experience, Convene empowers efficiency and governance across all sectors, including corporations, government, nonprofits, financial institutions, universities, and healthcare.

  • Graphic illustration for centralized data access

    Improved Communication

    Easily share information, collaborate, and communicate with members and directors in real-time, from any location using any device.

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  • Graphic illustration for increased meeting productivity

    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.

  • Graphic illustration for a better governance

    Better Decision-Making

    Easily access reports and documents critical for making informed decisions, aligned with your strategic goals.

  • Graphic illustration for a cost-efficient and paperless management

    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.

  • Graphic illustration for a stronger security

    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.

    Explore Convene Security

  • Graphic illustration for a reduced cost

    Reduced Costs

    Say goodbye to unnecessary expenses with board portals. No need for manual paper files and separate apps to conduct voting, document reviews, and meetings. All you need is one platform.

    Calculate Your Savings

EXPLORE MORE BENEFITS

Next-Level Board Management with Board Software

Don’t miss out on the benefits and value propositions of implementing a board portal within your company. Spoiler: It’s worth your investment.

Enhance Efficiency

Enhance Efficiency

  • Board portal software shortens the administrative work on meeting preparation — one can easily create meetings, attach documents, and send invitations. Spend less time preparing for meetings and dedicate more to actual board discussions.
  • Maximise pre-meeting time by ensuring everyone is prepped and ready. Administrators can circulate agenda packs instantly, and board members can access and review documents beforehand.
Centralised Information

Centralised Information

  • Serving as a secure data repository, board portals let users store, locate, and access documents without compromising security. What’s more, document versioning is also available to keep your directors updated with the latest information.
  • Board directors can access everything that they need — documents, meeting materials, messages, and action items — on the go with a board portal.
Maximised Productivity

Maximised Productivity & Convenience

  • Powered by today’s advancements, board portals allow users to access the mobile app or web portal anytime and anywhere, using preferred devices. Both administrators and board directors can work with devices they are already most acquainted with — prioritising convenient and smarter user experience.
  • Moreover, board portals promote paperless management. No need to use physical board packs and search through email for invitations. Everything is readily available on the board portal — saving costs and time.
Better Governance

Better Governance

  • With tools in and out of meetings for collaboration, it allows for informed decision-making and better board engagement, resulting in increased board effectiveness. Directors can seamlessly review, collaborate, and approve plans and strategies. Action items are easily tracked and monitored with audit trails — all for promoting accountability and governance.
Guaranteed Security

Guaranteed Security

  • Board portals are made with data security in mind. It is designed with security permissions, high-level encryption, backup policies, and secure data hosting to keep confidentiality and integrity of your data. Highly secure board portals comply with global privacy and security standards, ensuring full system ownership.

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.

  • 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.

  • 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.

  • 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.


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Capterra Best Value 2024
Software Reviews Gold Medal 2024
Software Reviews Champion 2024
GetApp Category Leaders 2024
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