Meetings
Schedule meetings, manage attendees, track motions, record votes, write minutes, and generate meeting PDFs.
Overview
The Meetings module manages board governance work. It supports scheduling, attendees, attendance, agendas, motions, votes, minute entries, readiness checks, statuses, and meeting-related PDFs.
Community-visible meeting types also appear in the resident portal.
Meeting List
The list page includes:
- Upcoming and past tabs
- Search by title
- Type filter
- Create meeting action
- Pagination
Upcoming includes scheduled future meetings and in-progress meetings. Past includes completed, cancelled, and scheduled meetings whose date has passed.
Meeting Types and Resident Visibility
Residents can see annual and special meetings. Internal board meeting types are excluded from resident meeting/calendar views.
Use meeting type carefully when deciding whether residents should see the meeting.
Creating a Meeting
Creating a meeting saves:
- Title
- Scheduled date/time
- Location
- Type
- Agenda
- Creator
SyncHOA automatically adds current board-member homeowners as attendees.
Meeting Statuses
Meeting status can be updated through the detail workflow. Typical statuses include:
- Scheduled
- In progress
- Completed
- Cancelled
Status changes are logged to the audit trail.
Attendees and Attendance
The board can:
- Add attendees
- Remove attendees
- Mark attendance
- Include linked homeowner attendees or freeform names
Board attendees are initially populated from homeowners marked as board members.
Motions and Votes
The board can create motions and record vote totals. Motions support:
- Title
- Description
- Proposed-by homeowner
- Status
- Yes, no, and abstain totals
- Outcome
Board members can also cast their own motion vote in workflows that support live voting. Vote changes update motion totals.
Minutes
Minutes can be recorded in two ways:
- Main meeting minutes field
- Individual minute entries
Minute entries track author and creation time. Completed meetings missing minutes appear in dashboard governance readiness.
Readiness Checks
Meetings can store readiness metadata, including:
- Previous minutes approved
- Motions reviewed
- Updated by
- Updated at
Use readiness checks before meetings to reduce last-minute governance gaps.
PDFs
Meeting-related PDFs include:
- Meeting notice
- Minutes report
- Board packet from Reports
Report generation is logged and can feed dashboard board-packet reminders.
Deleting Meetings
Deleting a meeting removes the meeting record. Use with care because meetings often connect to attendees, motions, minutes, reports, and audit context.