Sherpany Admin Academy

About Admin Academy

#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.