Feature Availability
Actions are only available on a boardcycle CoSec subscription. If you do not have access to Actions, please contact us to upgrade.
Introduction
Actions (or matters arising) are raised in meetings and are usually recorded in meeting minutes within the item where they were raised. Accordingly, the primary way of adding actions in boardcycle is to add them to the item of the meeting where they arose.
A key benefit of this approach is that boardcycle can automate the tracking of an action's lifecycle - from the item where it was raised, through to the item where it was closed and everything in between.
The Actions Raised tab
Any action raised in a meeting is added from inside the Actions Raised tab of that meeting:
The Actions Raised tab provides you with a simplified view of the agenda for the meeting from where you can add any actions raised.
Adding an action
To add an action from the Actions Raised tab:
find the item where the action was raised
click the + New Action button for that item
a new action slide out will appear - add details of the action, its owners and when it is due
click Save
Action Owners
When you first create a new action, the presenter of the item where the action was raised (if any) will be automatically included as an action owner.
To add another owner, start typing the name of that person into the Add Person box and select them from the dropdown.
To remove an owner, click the bin icon next to their name.
Specifying when an action is due
There are two ways you can specify when an action is due:
Due at meeting: you can specify that a action is due at a future meeting; or
Due by date: you can specify that an action is due by a date.
Setting an action as due at meeting
To set an action as due at meeting:
select the Due at meeting radio button
select the meeting where the action is due from the dropdown. If you're unsure or the meeting does not exist yet in boardcycle, select "TBD"
Worth knowing: Benefits of using Due at meeting
We recommend that wherever possible, you specify that an action is due at a future meeting. If you do this:
you can specify that an action raised in one forum will be due at another
the action will automatically be included on the agenda of that future meeting, allowing you to see and manage it as part of that meeting's agenda
you will be able to link it to the specific items on that agenda where it will be closed, providing full tracking of the action's lifecycle and eliminating the need for manual cross-referencing
the due date of the action will automatically update if the meeting date is changed
Setting an action as due by date
To set an action as due by date:
select the Due by date radio button
type in a date or click the calendar icon and select a date
Worth knowing: Actions due by date are only shown in the forum raised
Actions specified as being due by date are considered to be due in the forum where they were raised. If you wish to specify that an action raised in one forum is due in another forum, you must use the Due at meeting option.
After you have added an action, it will be shown on the Actions Raised tab under the item it was raised in, as shown below.
Editing an action from the Actions Raised tab
To make changes to an action you have added in the Actions Raised tab:
click the edit icon next to the action
make any necessary changes in the slide out that appears
click Save
Meeting didn't follow the agenda?
We understand that not every meeting perfectly follows the agenda. For this reason, we don't display numbering in the Actions Raised tab. If an item occurred during the meeting which was not included in the agenda, you will need to add that item to the meeting in the Agenda tab before you will be able to add an action to it in the Actions Raised tab.