Meetings · Invites

Invite participants and finalize attendance roles

Invitations define who takes part and in which role. Use the steps below to add participants and run the final attendee confirmation step before circulation.

Meetings overview Agenda workflow

1. Open team settings

Navigate to Settings -> Team to manage board and exec membership.

2. Add email + role

Choose the role that matches governance responsibilities (Chair, Member, Secretary).

3. Send the invite

BoardKite sends a secure link with clear instructions for account setup.

4. Finalize attendees before circulation

In the meeting planner Step 3 (Finalize attendees), preselect agenda owners and assigned presenters as Required, then adjust Optional and Observer roles.

5. Track acceptance and responses

Once final invites are sent, acceptance statuses (Needs action, Accepted, Tentative, Declined) update in the attendee list.

Role guidance

Chair: Sets agenda direction and leads the meeting and votes.
Member: Takes part in the meeting, votes, and feedback.
Secretary: Writes the minutes and, by default, signs them first; the Minutes Adjuster reviews and signs second, which approves them. Under the Swedish, BRF and US company-law entries the signers follow that entry's rule instead.
Observer: Receives materials without voting rights.

Common pitfalls to avoid

Assign Observer when someone should not vote.
Confirm the invitee signs in with the same email used for the invitation.
By default, assign the Secretary and the Minutes Adjuster before the meeting: board minutes can't be submitted without both.