eBoardRooms 5 Key Functions followed by Key eBoardRooms Setup, Collaboration, and Security.
- What does the BoardRoom look like?
- After I load up some documents how will a common view of my Board meeting appear?
- How is the BoardRoom organized for my documents?
- If I have a lot of documents, can I use a filter to view them?
- How do I share documents with other people?
- If I want to download or even delete a document(s), how do I do that?
- Can I change the name of a document or folder?
- Can I add new folders inside of other folders?
- How do I upload my documents? Can I do many at the same time?
- I have lots of stuff. Are there breadcrumbs so I know where I am?
- How are images displayed inside of BoardRoom?
- What about PDFs, how are they displayed?
- Can I limit access to certain folders for certain users?
The BoardRoom is exactly as you would expect it. The BoardRoom works on a simple file directory principle, just like your folders on your computer. Folders can be inside of folders and so on. Single clicking on a folder takes you inside where you can put documents and/or more folders!
All of your Board content is organized around the folder concept. Folder hold documents, and/or, other folders! Single clicking on a folder take you inside where you can put documents and/or more folders!
The Board filter is very simple and very useful. Filters are not case-sensitive. Filters work on almost any part of a document label. You can filter on document extension like "PDF". You can even filter on letters within a word like finding the documents including "Succession" using a Filter of just "cc"!
When you are looking within a folder you can check mark any document, or all of the documents. Click on "share" just above the document list and a window will pop up. There you enter whom the documents rare being sent to, what your email is, and a message. When ready, click the mail button and you will get a confirm right away. The recipient will receive a link to the documents that EXPIRES IN 24 HOURS. By clicking the link the recipient will be directed to a secure url where the documents can be downloaded, individually, or collectively within a zip.
When you are looking within a folder. Click on "Actions" just above the document list and a dropdown will come down. Then you can choose to download or delete. If you choose "Download" or "Delete" you must confirm, so if you choose the wrong action do not worry, there is a second chance!
Yes! There are two icons to the right of each folder and document. One is an "X" - that means DELETE! The other icon is a little "Pad and Pen" - click that icon. A popup will come up asking you to rename the entry. When you are done typing in your new title click "Rename". If you want to bale out click anywhere else on the window or hit "escape".
Yes. Above the list of document and folders on the RIGHT SIDE is an input waiting for you to enter a new FOLDER name. Click in that space and enter your new FOLDER name. Then click on the "+" icon. A new FOLDER will be added to the folder you are in! It will be listed above the current documents in the current folder. Shazzam!
Yes!!! You can load larger and many documents! Great! There are two ways to do this. The simplest - show your folder containing the documents on your computer above the eBoardRooms browser window. Select the document(s) you want and drag them over the eBoardRooms browser window! Shazzam again! Each of them will be uploaded and when all are done you will receive confirmation. The second way to upload (Note SAFARI users must use this method because of a quirk in the safari browser.) Above the list of folders and documents in the folder you are in on the LEFT SIDE is an input waiting for you to click within. When you click inside of that input a popup will direct you to load a file or files from your computer - just as any other application does.
Yes. You will always know where you are. Breadcrumbs are extensive and hierarchical just as you would expect.
Images are displayed inside of eBoardRooms when the image name is clicked upon. When the image is displayed you can download the image by clicking the icon in the TOP LEFT CORNER. You can put the image away by hitting "escape" or clicking the go away in the TOP RIGHT CORNER.
PDFs are beautifully displayed right inside of eBoardRooms. Currently PDFs are launched each into their own modal popup. Once shown they be printed or downloaded. Enjoy!
Yes. Each user is individually provided access to each Board folder. In the images on the left one user is set up for the board folders, while another user on the right is set up for only accounting and sales, and cannot view or enter the other board folders.
- What does Pulse look like?
- Are Widget variances, bar and line charts, all created automatically?
- Can I turn off viewing last year and/or last month?
- Can I turn off viewing the bar and/or the charts?
- Is there a maximum number of widgets I can use to track?
- Can I collapse and expand sections so i can see more?
- Can I show some of the widgets and indicators sometimes, but not other times?
- What are the Quick Indicators used for?
- Why are Quick Indicators titles standardized?
- How many groups/departments can I put in the Headount Indicators?
- Can I title headcount groups anything I need to?
- Are Resource Indicators titles standard?
- Information Indicator titles are changeable, how many titles do I get?
The Pulse indeed looks like the pulse of your business. There you will see charts, and gauges, as well as call outs that express the key dynamics of your business. Most of them you can fully control and some of them are standard.
YES. THEY ARE!
Yes you can. You can turn off either, or both. Nice!
Yes you can. You can turn off either, or both. Nice!
Yes. For now 6 Tracking Widgets is the maximum.
Yes you can. You can even delete sections so they are out of your way during this viewing session. If you refresh the browser tab they will reappear again.
Yes. All of the Tracking Widgets and all of the Indicators are selectable. You can have any mix and match of them you like.
Quick Indicators are the top 4 pieces of information every business has to know: Cash on hand, Burn Rate, Headcount, New Customers (clients). It is not all you need to know - but amongst what you need to know.
Yes. Think of it as discipline. Perhaps you can make the case you do not need this information. However that would make you different than every other company for all of time (not really but kinda!). So eBoardRooms has standardized this information in Quick Indicators.
You can enter up to 4 groups of people.
Report up to 6 indicators. Call them anything you like.
- What does the Dashboard look like?
- Where is the date, time, and place on the Dashboard for the next Board meeting?
- Is there a list of Board members and Management on the Dashboard?
- Can I filter Management, from Board members, from Support people on the Dashboard?
- How do I know the fiscal year?
- What registered users are shown on the Dashboard?
- Does the Dashboard connect to the Boardroom?
- Where does the information for the Member Sidebar come from?
- Can I make the sidebars smaller?
The Dashboard is the organized summit of WHO, WHAT, WHEN, and WHERE.
Next Board Meeting, date, time, and place are all located at the top of the dashboard.
The Dashboard contains a visible list of all Board Members, and Management members which are listed first. Those that belong to both groups are clearly indicated. Individual email,telephone, and other information is displayed. Also you can connect to anyone via email just by clicking the connect button to the right of each individual listing. Support users that are neither Board Members nor Management do not show up on these two lists.
Yes. This is great. In the upper right, click the expansion tab and a list of all Management, Board Members, and Support personnel will slide out. There you can filter any of the groups and see only those included.
Fiscal Year is shown in two places. At the top of the window in the middle and by clicking the top right people icon which will deliver a detailed but succinct dropdown. Nice!
Board Members and Management are each shown in a table, Management above the Board Members. Those that are in both groups show up in both groups duly marked. Also clicking the expansion icon at the top right will slide the Member list out from the right. Board Members, Management, and Support Personnel will be list there with pictures. You can filter any one group to see just those.
Yes. There are 3 Dashboard Blocks. Each can contain a headline, content, and a link. You can link to anything, such as the link to the most current board material (meaning the proper url you see when you are in the BoardRoom for that month).
Member information and news is displayed in two places. Half of the right sidebar is member driven information all of which you can input in the admin section, if you have access to the admin. Also at the top right is the Board Popup. There is a notice icon (bell) which when clicked, drops down three quick messages to convey to your members as a group. Everyone will see these messages should they choose.
Yes, it is easy to make the sidebars smaller. In the upper left corner there is a small set of bars (lines), click those and the left navigation panel will slide substantially left. Click the same icon again and the panel will side right into full view.
- What does Post Its look like?
- What are Post Its?
- What do I control on Post Its?
- Can I color code Post Its?
- Is there a limit to the number of Post Its?
Just what you would expect.
Post Its are an easy way to communicate to users. Anyone with an account can go to Post Its to see what is going on and what you are announcing.
Everything. You pick the date and time. Write a headline, fill in the story, pick a color! Done. Your Post It is immediately published.
Yes. There are three statuses. A Post It for which the information within it is really "Past". Other Post Its are "Current". And some Post Its require "Alert" status. This way everyone reading knows what is a new Post It, a passed one, and an important one. Have fun!
A maximum (for now) of 10 Post Its.
- What does Calendar look like?
- Can I set up meetings quickly?
- Can I set up recurring meetings?
- Can I see a specific type of meeting?
- Can I change and delete meetings?
- Can I drag and drop meetings from one place to another?
- Some meetings are all day events. Is that available?
- Can I make different meeting types different colors?
The Calendar is exactly as you would expect it. The Calendar works just like you expect.
- What does eBoardRooms Setup look like?
- How do I set up the next board meeting?
- How do I connect the most current Board Meetings to the Dashboard?
- Where do I pick the widgets that show up in Pulse?
- Where do I enter, Cash, Burn, Headcount, and Customers?
- Where do I enter resources I want to track?
- Can I track my personnel groups?
- I have several metrics to track, that are unique to my company. Can I do that?
- I have information I have to announce on Post Its. Where do I do that?
- I like the Board Popup. Where can I enter what I want?
- The Pulse looks great. How do I get the information into eBoardRooms?
- Do I need any help from my IT group?
- How do I put my company name into eBoardRooms?
eBoardRooms setup is organized to map 1-to-1 to the visitors experience. Each tool or widget available for you to populate with your information is presented clearly.
Choose "Next Board Meeting" from the menu. Select the date and time and enter the location. Done!
Choose "Dashboard Blocks" from the menu and first enter the date and time. Then enter what your headline in addition to a brief description. Then enter the location (url - you can see it when you view the folder inside of "Boardroom") of the content into the final field. Done!
Choose "Pulse Widgets" from the menu. There are 5 widgets in pulse. Any combination of them can be turned on and off at any time. Once off the information will be immediately available when subsequently turned on. No worries.
Choose "Quick Indicators" from the menu.. There you can enter the 4 old standards of any business: "Monthly Cash on Hand", "Monthly Burn Rate" (cost to run the organization), "Month Ending Headcount", "Month Ending New Customers" (clients, patients,...).
Choose "Resource Indicators" from the menu.. There you can enter the 6 standard metrics. The include: "Site Visitors", "Unique Visitors", "Submissions", "Leads", "Prospects", and "Closes".
Yes. Choose "Headcount Indicators" from the menu. You can use up to 4 personnel groups. The display will accommodate what you select. You can enter "How Many", what they are "Called", and what is the name of the group they "belong to". Done. Cool too.
Yes. Choose "Information Indicators" from the menu. You can track up to 6 metrics. Just two entries per metric: "Value" and a "Label" that describe what the value is. Nice!
Choose "Post Its" from the menu. There you can enter up to 10 Post Its. A Post It consists of 4 entries and 1 selection. Enter the date and time of the Post It. Then enter your "Headline" and then your "Content". Finally, select a Post It "Status" from Past, Current, and Alert. Post Its are color coded by the status you select.
Choose "Board Popup" from the menu and first enter the date and time. Then a great "Headline" followed by "Content". If you want to link the Alert to something - enter a "Link popup to...". Boom! You have yourself a Board Popup.
Choose "Financial Drivers" from the menu, select fiscal year ending, then label the 6 tracking indicators. Pick the month that you are reporting. It may be October, but you are reporting July. Click the radio button above July. The Pulse will now operate with July as your "Year To Date". Enter your numbers into the present year and the prior years as well. Pulse will perform all calculations to graph, and display all variances.
eBoardRooms runs in the cloud on our secure servers, so you don’t have to mess with anything technical. And with a 99.980% uptime record over the last 12 months, eBoardRooms is rock-solid reliable. If everyone on your Board has a web browser or a smartphone, then they already have everything they need to start using eBoardRooms.
Of course, it is easy to get your company name into eBoardRooms. Click the "Site Wide" button in the eBoardRooms setup and it is right there. Enter your company name and shazzam - you are done.
- What is the Superadmin level?
- What is the Admin level?
- What is the User level?
- How do I restrict access for Admin and User accounts?
- Is there a user list?
- Can I see just Board Members, or just Management, or Both, or even Neither?
- How do I control the top level of the Boardroom?
- How should I assign Superadmin accounts?
- How should I assign Admin accounts?
"Superadmin" can add, change, and delete, anything and everything. "Superadmin" is the ONLY user type allowed to operate the eBoardRooms setup area. "Superadmin" can add and delete users and they can setup users as on of three access levels, "Superadmin", "Admin", and "User". "Superadmin" accounts CAN download, upload, delete, or rename any documents from and to the Boardroom.
"Admin" level can upload, add, change, and delete documents from and to the Boardroom. They cannot access the Setup area and therefore cannot control their own access level. "Admin" accounts CAN download, upload, delete, or rename any documents in the Boardroom. As are all users, "Admin" level accounts can only view the folders "Superadmin" has allowed.
Those setup as a "user" can view all sections of eBoardRooms, and share and download Boardroom documents. "User" accounts CAN download documents from the Boardroom. They CANNOT upload, delete, or rename any documents from or to the Boardroom. As are all users, "User" level accounts can only view the folders "Superadmin" has allowed.
eBoardRooms is based on the folder system just like the one on your computer - hierarchical. "User"s and "Admin"s are allowed access to one or more top level folders. It is easy to setup a Sales folder, along with a Marketing, Engineering, Research, Development, and so on folder(s). Some of your Team could have access to some or all of those folders but not Board Member folders. Board Members could have access to Board Meeting, Committee Meeting, Governance folders,but no access to your Team folders.
Yes. It has all the key information to manage and communicate to your Board.
Yes. There is a great filter that allows you to select almost any status of each user group and see who is in what!
There is a special account that has access to the top level structure of your Boardroom. Not surprisingly, the user name is "admin". When you start using eBoardRooms we will supply the password special for you! Logging in with that account will give you full control over the top level of the Boardroom. You will love it.
"Superadmin" account level is powerful. ONLY "Superadmin"s can add, change, or delete folders from the top most level. ONLY "Superadmin"s can upload, rename, delete, and view loose documents at the top level. "Superadmin" accounts should be kept to a minimum so the structure of the Boardroom is held closely and can be tracked easily.
"Admin" account level is also powerful. "Admin"s can add, change, or delete folders from any level EXCEPT the top most level. "Admin"s can upload, rename, delete, and view loose documents BELOW the top level. "Admin" accounts are great to provide to those who collaborate with you. Using an "Admin" account a collaborator of yours can have access to a folder(s) and maintain and control almost all of the content AND structure within that folder(s). See "Collaboration" above for more ideas.
- What are the basics of Collaboration in eBoardRooms?
- Can my team collaborate to prepare for a Board Meeting?
- How do I set up access for a team member to collaborate with me?
Your team can easily collaborate in eBoardRooms. Every user is assigned a level of access AND the folders they have access to! All users can download and share documents within the folders they have access to. "Admin" users can create folder (within those they have access to) and upload, rename, and delete documents. Your Team members can each or collectively be assigned folders that are only for their access. Your Sales guru can control all of the content of the Sales folder, whilst your Engineering dude - takes command of the Engineering folder(s). Neither can even see the other folder - but you can see and have access to all as "Superadmin".
Yes. Many elements go into preparing for a Board Meeting, and usually they come from a variety of Team members. Give each of your support gurus their own folder at the top level of eBoardRooms. from there they can make a hierarchy of folders within that which represents logically the information they are proving to you. As "Superadmin" you have access to all folders! Have at it!
Easy. First, choose an access level. Team members get the most functionality setting them up as "Admin". Using this access level they can perform all functions, except operate eBoardRooms setup AND change the structure of the Boardroom!Second, choose folder which you want the Team member to have access. Finally hit update. Done!
- How does eBoardRooms protect my data?
- My data is sent using HTTPS, how come?
- Hows does eBoardRooms encrypt my connection?
- eBoardRooms does not handle my credit card information. How does that work?
- What sophisticated physical security does eBoardRooms deliver?
- What about eBoardRooms infrastructure?
All data is written to multiple disks instantly, backed up daily, and stored in multiple locations. Files that our customers upload are stored on servers that use modern techniques to remove bottlenecks and points of failure.
Whenever your data is in transit between you and us, everything is encrypted, and sent using HTTPS. Any files which you upload to us are stored and are encrypted at rest. Board data, text documents and are encrypted. Backups of your data are encrypted using GPG.
Your connection to eBoardRooms is encrypted using AES_256_CBC, with SHA 1 and 256 bit keys for message authentication and ECDHE_RSA as the key exchange mechanism. The connection uses TLS 1.2
eBoardRooms uses Stripe to process all credit and debit card transactions. eBoardRooms never actually handles, nor has access to any of your credit card information, from the moment you enter your information through the process and your account setup and use! Never. Ever.
eBoardRooms state-of-the-art servers are protected by biometric locks and round-the-clock interior and exterior surveillance monitoring. Only authorized personnel have access to the data center. 24/7/365 onsite staff provides additional protection against unauthorized entry and security breaches.
Our software infrastructure is updated regularly with the latest security patches. Our products run on a dedicated network which is locked down with firewalls and carefully monitored. While perfect security is a moving target, we work with security researchers to keep up with the state-of-the-art in web security.