What is a Board Portal?

A Board Portal is an online workspace purpose-designed to streamline the board governance process. It gives directors and executives secure, private and up-to-date access to board resources, committee documents and governance information, anytime, anywhere. 

Unlike simplistic consumer sync applications which are inherently insecure and are not fully featured, Board Portals have purpose-designed modules such as online agendas, calendars with invites, board surveys, risk registers and secure iPad apps to ensure your board meetings and reporting requirements run smoothly

Another way to think about the value of a Board Portal is that it’s the way to control, manage and track everything that happens before, during and after the meeting. A Board Portal also provides the board and committee members with robust functionalities which simplify board operations. 

What are the steps in implementing a Board Portal?

Boards Implementation

While it may seem overwhelming to implement an online board portal, at IntelligenceBank, we do this daily and provide premium implementation and training services around ensuring your platform is both perfectly set up successfully launched. The implementation process consists of a kick off workshop to determine the structure and settings of your board portal, data migration, Admin training and assistance with your launch.

We also provide a concierge training service for Directors whereby we offer one on one training for your first board meeting, to ensure your first electronic meeting is a success. At IntelligenceBank, we don’t just provide you with software, but rather we give you six-star support to ensure your roll-out is successful. Download our Implementation FAQ for a detailed overview of the process.

What should I think about before I select a Board Portal Platform?

critical steps involved in setting up a functioning board portal

Is it user friendly? 

To ensure adoption from your directors, it is crucial that your board portal is easy to use.  Sometimes less is more, and depending on the technical sophistication of your board, you should roll out more advanced features over time. 

Where are the files hosted? 

Your board portal will be hosted in a secure data center.  If you are a government organization or if your governance requirements state you must host data locally, it’s important to ask where data is physically hosted and if there are backups in place.  IntelligenceBank Boards offers secure, premium hosting in Australia, the US and the UK. 

How well does the Software Vendor service its clients?

The actual software is just the start of your board portal journey. You need to work with a vendor who can help you with implementation, data migration, structure, change management and on-going support for your Admin team and directors.

What is the ROI of an electronic board portal?

 

IntelligenceBanks's ROI Calculator

An electronic board portal usually pays for itself within the first six months of use, by saving administrators time in preparing the board pack and costs of board pack distribution.  IntelligenceBank has developed a board portal ROI calculator, which can be accessed here.

Features

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board portal on ipad
Access the board portal from any computer or mobile device. This includes offline access to files with our dedicated iPad app.
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IntelligenceBank Board Portal
Securely enable directors to review, privately annotate and comment on board materials online and offline.
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dedicated iPad app
IntelligenceBank's Boards Portal comes with a dedicated iPad App, allowing directors to privately review and annotate PDF's offline - even on planes. private annotations, permissions and document updates made on the iPad will sync with the web portal when the Ipad is connected to the internet.
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Boards agenda
Streamline meeting set up with the Agenda Builder - where users can create discussion topics, structure meetings, and links to specific documents for each meeting. Directors can track the meetings process by ticking boxes during the meeting.
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boards email link
Admin and directors can receive automated email alerts when information is added to the board portal. At any time, users can email links to folders and files for directors to view.
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boards survey
Seamlessly manage conflicts, risk registers, directors skills, significant contracts, and actions from meetings and audits, within our Risk and Compliance registers. Databases are customizable and workflow can be added to escalate issues internally for audit reports.
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governance register
Create a process around managing conflicts, meetings, risks, director skills, significant contracts and policies. Databases are customizable and workflow can added to escalate issues internally for audit reports.
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workflow approvals and voting
Solve resolutions and approve board meeting minutes quickly, manage quorum settings, audit trails, approvals and workflow triggered emails. IntelligenceBank's dedicated workflow dashboard allows users to run reports on approved, pending and declined approvals.
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advanced search and global filters
Everything is easily found in IntelligenceBank. Look for a file by its description, metadata, file name and any keywords you add.
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usage analytics
See a granular overview of how directors interact with your platform. The real-time audit trail shows usage results for each director, each board paper and which department.
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announcements
Post updates to the board to ensure important communications don't get lost in email. Post articles or agendas, and receive comments and instant feedback. Each post can be sent as an HTML email to your directors for instant communication.
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Directors index
View a record of board members and other platform users. Add basic profile information, including contact numbers, photograph and a skills rating. A directory for your directors.
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customize your board meeting process
Take control of the information you view on IntelligenceBank. Dashboards can be tailored to show the latest board pack, governance registers and calendar of board meetings.
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boards planner and calendar
When scheduling committee and board meetings, users can save meeting invites to their personal calendar, allowing organizers to track RSVPs.
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custom branding for board portals
The Board platform can be customized to match your brand and map company governance processes. Match fonts, logos, colors and rename navigation to mirror your Director's needs.
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board api integration
Your Board Portal should not be an island. IntelligenceBank's robust API makes it easy to integrate data and documents uploaded to IntelligenceBank with other systems, thanks to our push and pull, out of the box API.

Frequently Asked Questions