Sherpany Admin Academy

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#6 New features: setting up a meeting in no time

December


Sherpany Boardroom has a new set of features especially designed to improve the meeting creation process. Available now to all our customers, Copy & Paste of an Agenda, magic Document Allocation and Clone Meetings will help you set up a meeting in no time. Know the details here.

Copy & Paste your Agendas

In most cases, the starting point to create a meeting is a drafted agenda, typically in a MS Word document or a Google Doc. Now, you can copy and paste the agenda from one of these sources and insert it directly into your Sherpany Boardroom meeting. Both numbers and bullet points lists are accepted - just copy the full agenda and paste as the Agenda of your meeting.

Please note that, to ensure readability, the maximum agenda sub-levels are two. To be truly efficient you may consider adopting this format for all your agendas. Example:

1. Corporate Governance
1.1 Corporate Governance Report
1.1.1 Corporate Governance Workshop

You can easily use an undo option, in case you decide to create your agenda items manually. Please click on the video below to watch an example:

Try our magic Document Allocation feature

We are proud to present you with a magic new feature: automatic Document Allocation. Don't waste your time manually adding documents to the corresponding agenda items.
Now you can do it automatically. Match the name of a document and the title of the agenda item and allocate multiple documents in just one action.

We recommend you to use document titles that are as similar as possible to your agenda item titles. Click on top of the video below to see how to do it.

Clone your Meetings

Have you ever found yourself creating a meeting very similar to an existing one? Well, that's the perfect moment to try the 'Clone Meeting' feature. Clone a meeting - this action will copy the agenda items and the corresponding duration, presenter and agenda item title. You will still be able to edit the agenda item title and other details if you have to.

Be aware that this action will not copy the documents attached to each item - use the magic Document Allocation to do so or proceed to do it manually.

#5 New feature: Digital Circular Resolution

November

We are glad to inform you that we are integrating a new feature into our Sherpany Boardroom Application: the digital Circular Resolution (dCR). The dCR is the perfect way to confirm a resolution digitally, without the need to hold a meeting or a conference call and enables companies to take decisions remotely and in an asynchronous way. Mostly, dCRs are of a formal nature and need to be passed between Board meetings while its topics have been pre-discussed. Examples are the nomination of signatories, formal decisions to appoint a member of top management once contractual arrangements are agreed or the sign-off of an investment, once all parameters are known and no further discussion is necessary.

With this feature, decisions can now be taken in a fully digital manner, including the legal requirements and being compliant with Art. 713 II Swiss Code of Obligations and Art. 2475. “Amministrazione delle società” from the Italian Civil Code, and §107 and §108 Aktiengesetz in Germany. In order to be compliant with your internal regulations, please check the Articles of Association, as well as your Organisations Guidelines giving you access to the modalities of votings in your Board, including quorum and further requirements for a valid decision-making process.

How to create a Circular Resolution

Creating a dCR in your Boardroom is very easy. Keep in mind that the dCR has a declaratory nature, therefore it is used for an item which does not need further discussion. As for all meeting types, the Admin has full control of all the process steps and can even cast a vote on behalf of a member who may not have access to the system, although his/her vote is needed. In such cases, the Admin must include an explanation of the reason behind voting on behalf of the member. Instead of a meeting date and time, dCR meetings require a deadline that gives members a time frame in which they can cast their vote. The deadline, though, is not a binding one - the Admin may decide to close the vote earlier or even to allow post-deadline votes. The default agenda item type in dCR's is "Resolution", existing uniquely in this type of meetings. On each resolution, the available answers can be defined - and if not needed the two options -"Abstention" and "Request discussion" can be de-selected. Due to the fact that the content in the dCR cannot be changed during the voting period, publishing a dCR requires the Admin to seal the meeting.

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How to vote

Once the dCR is published, please notify your members using the in-App notification. Members may vote using their App or the web access, in full independence of the device they are using. Before a vote can be cast, the member needs to insert his/her signature (one-time). Once the vote is cast, the member is forwarded to a view on the status of the resolution and a confirmation email is sent to the member and the Admin. The same applies if the Admin votes on behalf of a member. Changes in the voting are possible up to the moment in which an Admin closes the digital Circular Resolution and confirms/rejects the resolution. Following your internal organisational guidelines, a resolution may be rejected if one member only requests discussion on the item. Ideally, the termination of the dCR is in line with the defined deadline, although the Admin may decide to deviate from it. Only the Admin is entitled to end the process in a legally binding way by confirming/rejecting the resolution.

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How to report the result

Confirming or Rejecting a resolution is one of the responsibilities of an Admin. This is done in the outcome tab of the resolution item by selecting the corresponding button. Since discussion requests or late change of votes are possible at any time, we suggest not to close the dCR before the defined deadline. In case the Admin needs to vote on behalf of a member, they may open the section "Outcome status", which also includes the option to overwrite an already casted vote, if required. Even in these cases, the confirmation email is sent to the members, as well as to all Admins of your Boardroom. The dCR process is being closed by the export of an audit-proof PDF report, containing all details on the voting process, the signatures and the voting result.

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#4 How to provide Board Members with only the information they need to access

October

Work with Groups

Members belonging to the same room may be included in one or multiple groups, each group reflecting generally a committee, with different purposes. These groups are comprised of members belonging to each particular committee. You can view which are the groups in your Boardroom, at any time, by accessing your 'Members' section. Using groups allows you to quickly assign members to meetings and library documents. The members will see which groups are assigned to in each meeting, as well as, its details.

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How groups are assigned in the web environment

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How Board Members view groups on the iPad App

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How Board Members view groups on the Boardbook

Modify groups

Changes are easily made in the 'Members' section by selecting a member, clicking on the 'Edit' icon (blue pencil) and removing, respectively adding new groups. By default, new members have access to all upcoming meetings of a group, but not to the archived meetings of a group. You may manually give access to members by adding them to the details section of any meeting, preferably as 'Viewers'. Please remember when using the delete function, this will completely remove the member from the Boardroom.

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How to manage groups: add a member to a group

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How to manage groups: add groups to a member

Reduce permissions

You may limit access rights, by defining specific permissions, to those members who should not have access to all meeting documents. This can be done either by limiting access to an agenda item or a document. Simply click on the 'Permissions' tab, and uncheck the members who should be excluded. The members whose access rights have been limited will view the restrictions in their App.

This feature is not yet active in your Boardroom? Please get in touch with our support - we are happy to activate it for you!

Video: How Admins manage permissions

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How Board Members spot access restrictions 

#3 How to inform your Board Members of what's new

September

How to send notifications to the Board Members?

Once you have uploaded your last documents and adapted the final settings, the meeting is ready to be published. In order to inform your Board Members about the newly published content, the notification feature is at your service (envelope icon on the lower right side of the screen). Check the list of recipients (as a default, all invited Board Members are being suggested) and write your personal message to them. The message will be sent both as an email and as a push notification to your user's tablets. It will also be displayed on the cover page of the Boardbook. Both address and salutation are provided by the system automatically. Please note that the Assistants to the Board Members are not automatically notified given that most of them have access to the mailbox of the Board Member they assist. Should you change the meeting content, take advantage of the notification function again to inform your Board Members about the most recent changes.

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How do Board Members see what's new?

In addition to the email and push notification, updates are highlighted inside the App. Newly published or modified meetings and library documents appear in an additional tab named "Updates", located next to the "Archive" and "Upcoming" tabs. Updated content is marked with a coloured circle and the number is indicated in brackets. In case a member opens the App and new content is available, a pop-up on the top right informs the member about it.

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What can Board Members do in case they have questions?

In case of questions regarding the meeting content of your Boardroom, Board Members will most likely get in touch with their Admin directly. In the web environment, the contact information of the Admin is displayed when clicking on the "?" icon. Should you have questions regarding the Boardroom App, the Sherpany team is happy to help 24/7 via hotline +41 44 515 89 60 or via e-Mail support@board.sherpany.com (displayed in the lower right corner of the locked app screen). In order to shorten the loop and provide an ideal service to your Board Members, feel free to encourage them to call us directly during office hours.

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#2 Take full benefit of the new meeting settings

August

Invitation/Agenda

Make use of the attractive templates provided by Sherpany. As a default, both "Coverpage" and "Standard Agenda" are activated and cover each Boardbook your users may generate. Use the "Example" links to view a sample. If you prefer to use your own customized invitation or agenda documents, you have the option to deactivate these templates.

Invitation Sherpany Boardroom

Security

Assigning the correct security level (1 to 4) to all meeting documents with one single click is now easier than ever.

Securiy Sherpany Boardroom

Duration

Members can benefit from a well-arranged meeting agenda including timing. This supports the ideal planning of an intensive meeting day. Have full flexibility when creating meeting agendas, by determining the time for each agenda item. All you need to do is replace the 15 minutes default duration with the one that fits best. In this way, the duration of all agenda items will be updated accordingly, and the system does most of the work for you - manual interaction is only necessary in case a duration differs from the default.
(See video below. For maximum quality, watch the video on YouTube)

#1 Essential tips for setting up meetings

July

When choosing the meeting title

Board Members can use the "Search" function in the Sherpany Boardroom Apps to find a specific document or meeting. For this feature to fully serve its purpose, meetings, agenda items and documents must be properly entitled. You allow a successful search by considering the following:

  • Date and time can be separately filtered and don't need to be included in the title.
  • Searching for certain words is easier if all titles have full words, so abbreviations should be avoided. 
     

Creating the Agenda

Creating meeting agendas with Sherpany Boardroom hopefully became easier for you. You just need to add all agenda items one after the other and, if needed, add sub-items by using the blue “+”.

And did you know that once an agenda item is created, you may move it using the drag and drop function? The same can be applied for the upload and ordering of the documents inside a meeting.

(See video below. For maximum quality, watch the video on YouTube)

Why not building templates?

After setting up the agenda, save it as template. By using the corresponding icon in the bottom right corner of the agenda view, you can save multiple templates for each type of meeting you usually create.
(See video below. For maximum quality, watch the video on YouTube)


This will allow you to start your work on a pre filled agenda when preparing your next meeting. 

Templates Sherpany Boardroom

We are happy to announce the launch of the Sherpany Admin Academy- a repository of knowledge for the optimal usage of Sherpany Boardroom. Here, we will regularly provide our Administrator Community with news and best practice recommendations for the optimal administration of the Boardroom.

Our common goal? 
Smooth and efficient meeting set up and fully satisfied meeting attendees.

 

You can look forward to:

  • tricky features easily explained
  • announcements of crisp webinars and intuitive tutorials
  • invitations for participating in user tests and providing feedback to our product management
  • & much more.