Schedule a Meeting

I'mBoard makes it easy to schedule board meetings with built-in time voting — no need for external scheduling tools.

Create a Meeting

1. Go to Meetings in the sidebar
2. Click New Meeting
3. Fill in the details:
   • Title (required) — e.g., "Q2 2026 Board Meeting"
   • Description (optional) — Brief context or purpose
   • Location type — Physical, Virtual, or Hybrid
   • Location details — Address for physical, meeting URL for virtual, or both for hybrid

The meeting starts as a Draft, visible only to you.

Propose Time Slots

Instead of picking a single date, propose multiple options and let attendees vote:

1. Open the meeting and go to the Scheduling tab
2. Click Add Time Slot
3. For each slot, set:
   • Date and time
   • Duration (15 minutes to 3 hours, default is 2 hours)
   • Timezone
4. Add as many slots as you like

Collect Votes

Once you announce the meeting (status changes to Planned), board members can vote on each proposed slot:

You can see a summary of votes for each slot, including who voted and how.

Confirm the Schedule

Once enough votes are in:

1. Review the vote summary to find the best slot
2. Click Confirm on the winning time slot
3. The meeting status changes to Scheduled and the confirmed time is set

Meeting Lifecycle

Meetings progress through these stages:

1. Draft — Being set up (private to organizer)
2. Planned — Announced to board members, voting is open
3. Scheduled — Time confirmed, meeting is on the calendar
4. Completed — Meeting has taken place
5. Finalized — Minutes and action items are locked

Prepare the Agenda

Once a meeting is scheduled, build the agenda:

1. Go to the Agenda tab
2. Add sections to group related topics
3. Under each section, add agenda items with:
   • Title
   • Time allocation (e.g., 15 minutes)
   • Presenter
   • Notes or background information

After the Meeting

After the meeting takes place:

1. Mark attendance — Record who attended (in-person, online, or absent)
2. Add minutes — Document key discussions and decisions
3. Create action items — Track follow-ups with assignees and due dates
4. Finalize — Lock the meeting record for the official archive