Board Meetings

Board meetings are the cornerstone of corporate governance, yet the administrative process around them is often fragmented. Agendas are drafted in Word, notices sent by email, attendance tracked in spreadsheets, minutes written after the fact, and resolutions filed separately. Each step is disconnected from the last, creating gaps where important governance actions get lost. EntityFlo provides a complete board meeting workflow — from scheduling and notice through to minutes, resolutions, and post-meeting actions. Every step is connected, tracked, and auditable.

EntityFlo's board meeting workflow follows best-practice governance: 1. Schedule — set the meeting date, time, and location (including virtual meeting links) 2. Notice — generate and send meeting notices to all directors with the required notice period 3. Agenda — build a structured agenda with items, supporting documents, and pre-reading materials 4. Attendance — record director attendance, apologies, and quorum verification 5. Minutes — capture decisions, discussions, and votes during the meeting 6. Resolutions — formal resolutions are created and linked to the meeting record 7. Actions — post-meeting action items are assigned and tracked to completion Each step feeds into the next, so nothing is duplicated and nothing is missed.

EntityFlo automatically calculates quorum requirements based on the entity's constitution and current director appointments. When recording attendance, the system verifies that quorum is met and alerts the meeting chair if it isn't. This prevents the governance risk of decisions being made without proper quorum. Attendance records are maintained as part of the permanent meeting record, with timestamps and the ability to note arrivals, departures, and absences during specific agenda items — important for managing conflicts of interest.

Board meeting records in EntityFlo are not standalone documents — they're part of your complete governance record. Resolutions passed during meetings link to the entity's resolution register. Action items link to EntityFlo's actions workflow. Documents tabled at the meeting link to the document vault. This integration means you can trace any governance decision from the board meeting where it was discussed, through the resolution that approved it, to the action that implemented it, and the filing that registered it. Complete governance traceability, without manual cross-referencing.