Board Portal - Time Your Agenda Items

The Agenda Item Timer feature allows meeting organizers to assign precise time slots to each agenda item and automatically recalculate durations when items are reordered. It ensures your board or committee meetings run on schedule, from preparation to execution.

✅ Who Is This For?

• Corporate secretaries and meeting organizers preparing board or committee agendas.
• Board chairs and committee chairs managing the flow of discussions during meetings.
• Executive assistants coordinating agendas for governance bodies.

⭐ When Is It Useful?

This feature is particularly valuable when:

• You are building a meeting agenda and need to allocate time to each topic to keep the meeting focused.
• You reorganize agenda items last-minute and need time slots to update automatically without manual recalculation.
• You want to display real-time time indicators during the meeting to help the chair manage discussions.
• Your board frequently runs over schedule and needs better time discipline across agenda items.

✨ Key Benefits

• Smart auto-adjustment: time slots recalculate automatically when you reorder agenda items.
• Better meeting discipline: clear time allocations visible to all participants encourage focused discussions.
• Real-time visibility: the chair can see exactly how much time is allocated per item during the meeting.
• Backward compatible: existing free-text clock fields are preserved alongside the new time slot field.

✅ Step-by-Step Guide

Setting time slots when building the agenda

1. Open your meeting in Board Portal and navigate to the Agenda section.
2. For each agenda item, click the time slot field and enter the start and end times.
3. The duration is automatically calculated and displayed.
4. If the item already has a free-text clock value, you will be asked whether you want to overwrite it.

Reordering agenda items

1. Drag and drop items to reorder them in the agenda.
2. Time slots automatically recalculate to reflect the new order. No manual update required.

During the meeting

1. Use the real-time clock indicators displayed on each agenda item to track time during the session.
2. The chair can monitor progress against the planned time allocation for each topic.

◼ Limitations and Known Constraints

• Existing free-text clock values are not automatically migrated to the new time slot field. They remain as-is until manually updated.
• Time slot auto-adjustment works when items are reordered. It does not yet account for breaks or variable session lengths.

❓ FAQ

Will my existing clock field values be deleted when I use the new time slot field?

No. Existing free-text values in the clock field are preserved. If you add a new time slot, you will be asked whether you want to overwrite the existing value.

What happens to time slots when I reorder agenda items?

Time slots automatically recalculate to reflect the new order, so you always have an accurate schedule without manual adjustments.

Can participants see the time allocation during the meeting?

Yes. Time slot indicators are visible on each agenda item during the meeting, helping the chair and participants stay on schedule.

Is the timer feature available on all meeting types?

Yes, the agenda item timer is available for all board and committee meetings in Board Portal.