Board meeting management software, from notice to closed file
How Mithaq runs a board meeting: seven stages that only move forward, a board pack with the papers bound in, attendance that feeds the quorum, and calendar invitations for every member.
What does board meeting management software need to do?
It must carry one meeting through its whole life without a gap: schedule the sitting, build the agenda, issue the pack to members and know who opened it, record who attended and whether the quorum held, capture the minutes and decisions, and close the file. In Mithaq each meeting moves through seven stages, from planned to closed, and a stage cannot move backwards, so the record always says where a meeting stands.
- Seven stages, and none of them goes backwards
- The board pack carries the papers, not a list of their names
- Attendance that the quorum line can trust
- Calendars, multi-day sittings and recurring series
Seven stages, and none of them goes backwards
A meeting in Mithaq has a coarse status (scheduled, completed or cancelled) and a finer workflow stage on top of it. The stages are planned, agenda preparation, pack issued, meeting held, minutes drafted, minutes approved, and closed. The board secretary moves the meeting forward from the secretary controls on the meeting page.
The system refuses a move backwards. A record that can slip from "minutes approved" back to "minutes drafted" without trace is not a record. If a board needs to reopen something, it does that through a controlled step, such as an amendment to approved minutes, and that step leaves its own entry. The annual governance calendar reads the same stages, so a chair can see which sittings are stuck and at which point.
The board pack carries the papers, not a list of their names
The pack PDF has a cover, the agenda, the attendee list, the prior minutes, the open actions and a contents page, and then the papers themselves bound in behind, with page numbers that run through the whole document. A director who downloads the pack has every paper at the page the contents page names. Each paper hangs off the agenda item it belongs to, so the pack reads item by item, the way a board reads.
When the pack is issued, each member can acknowledge it, and the meeting record keeps who acknowledged and when. PDF papers can carry a watermark on download, and every open of a paper goes into the document access log. If a paper changes after issue, the secretary re-issues the pack as an amendment rather than swapping a file in silence.
Attendance that the quorum line can trust
A member is either present or sent apologies, never both. If the secretary ticks a member on one list, the other list unticks that member in the same form, and the server applies the same rule, so the minutes, the PDF and the attendance report never count one person twice.
The secretary can also record when a member arrived and left. Mithaq classifies each member as on time, late, left early, late and left early, or absent, against the scheduled start and end, with an optional grace period. That matters on an item-by-item basis: a vote taken after a member left must not count that member toward the quorum.
Calendars, multi-day sittings and recurring series
A meeting can span several days or repeat on a schedule, and the same expansion feeds every calendar view. Each member gets a private calendar subscription link that works in Outlook, Google Calendar and Apple Calendar, and the member can rotate that link at any time. Where a board runs on Microsoft 365, the meeting maps to a calendar event and, for a virtual or hybrid sitting, to a Teams meeting; that link needs the board's own Microsoft Graph application to go live.
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