Instructions for posting Board Meeting minutes

Take Minutes

Take minutes by hand, or using a simple text editor such as notepad, not a word processor like Word. No formatting at this point.

Create Web Page

1. Log in to Wild Apricot
2. Admin View
3. Website > Site pages
4. Scroll down on the left to "Pages Not in Menu"
   
5. open Board Meeting Template
6. on top left, click dropdown next to Add page > Duplicate page
7. top center description should say "(copy) Board Meeting Template"
8. click Edit (green)
   
9. at top of left column (may need to scroll up) Page name should say "(copy) Board Meeting Template"
10. change Page name to Board Minutes YYYY-MM      (where YYYY is the year and MM is the month)
11. copy that page name to the URL too
12. change access level to Public
13. move mouse over to right column on sample minutes template, it should turn dark
14. while it is dark, click on the sample minutes to edit
15. paste or type the minutes into the various sections
16. click Save (green)
    

Email Draft to Board

1. on the top menu, click Email > Emails
2. click Compose Email
3. click Board Minutes Template
4. in the email, change the words Month and Year to the actual month and year
5. place the cursor below the line introducing the link
6. on top, click on the link symbol (picture of chain) > Insert Link
7. click Site Page
8. scroll down to the "Pages Not in Menu" and click the name of the Board Minutes for the month you just created
9. click Insert Link
10. add a note welcoming board members to make changes or send suggestions
11. note what date you will be making the minutes public
    
12. click Preview tab (top)
    
13. click Recipients tab (top)
14. click "+ Contact list"
    
15. in Member Search list (right side), click Board Members
16. click Add Selection
17. in the Subject line, add the word DRAFT to the end
18. uncheck the Enable link and open email tracking
19. click Review and Send tab (top)
    
20. click Send
21. Do you want to send this message? click OK
22. Then you are done. It will update as it sends. Wait for board feedback.
    

After Board Responds, Make the Web Page Public

1. Log in to Wild Apricot
2. Admin View
3. Website > Site pages
4. Find the minutes for that month (at the very bottom)
   
5. click Edit
6. On the left side, find the Position in Menu header
7. click After Selected Page
8. scroll down about 3/4 to find the -- Minutes -Board Minutes
9. click on the Phantom Marker
10. make any requested by the board
    
11. click save

Email Announcement to Members

1. on the top menu, click Email > Emails
2. click Compose Email
3. click Board Minutes Template
4. in the email, change the words Month and Year to the actual month and year
5. place the cursor below the line introducing the link
6. on top, click on the link symbol (picture of chain) > Insert Link
7. click Site Page
8. scroll down about 3/4 and click the name of the Board Minutes for the month you just created
9. click Insert Link
10. click Preview tab (top)
    
11. click Recipients tab (top)
12. click "+ Contact list"
13. in Saved contact search list (left side), click ~All Active Members
    
14. click Add Selection
15. uncheck the Enable link and open email tracking
16. click Review and Send tab (top)
17. click Send (green)
    
18. Do you want to send this message? click OK
19. Then you are done. It will update as it sends.