Easy Board
By BrandHoot LLC
Easy Board typical implementation process:
Initial consultation: An onboarding specialist conducts a needs assessment and sets up a kickoff call to understand the organization’s board structure and requirements.
Account setup and configuration: Easy Board staff configure the account, set up user roles, committees, and initial document folders based on organizational needs, ensuring permissions and groups are correctly aligned.
Training and onboarding: Admins and board members receive guided training sessions—often virtual—which cover navigation, meeting scheduling, Magic Links, document uploads, and best practices for engagement.
Data migration: Existing board docs (from Dropbox, Google Drive, or SharePoint) are imported, with assistance from Easy Board’s support team if required.
Pilot meeting setup: A real or sample meeting is scheduled and run in Easy Board to confirm readiness; admins validate the process and collect feedback.
Easy Board supports a moderate level of customization, allowing organizations to adjust branding, structure certain workflows, and configure fields to better fit their specific needs.
Easy Board enables adding an organization’s own logo and selecting custom board colors, which allows basic branding alignment for any business or nonprofit using the platform.
These options are available on all pricing plans.
The Pro plan introduces the ability to define custom profile fields, allowing user records and board member profiles to store organization-specific information beyond standard attributes.
Unlimited groups and committees, as well as unlimited admins, mean organizations can reflect their internal governance structure regardless of size or complexity.
Pro plan users can further organize files with library subfolders, providing more flexibility for storage and retrieval.
Meeting scheduling and polling processes are designed to be adaptable to each organization’s board and committee needs, with features like date/time voting, agenda templates, one-click meeting packets, meeting polls, and board term tracking.
Custom agenda item presenters and attachments support varying meeting formats or stakeholder needs.
Easy Board is built to work with key platforms such as Google Workspace, Microsoft Teams, Office 365, Zoom, and other document link providers, which allows for custom tech stack alignment with minimal friction.
Easy Board does not charge setup fees, mandatory onboarding costs, or hidden maintenance fees for its Base or Pro plans, and standard support is included at no extra charge. The platform is designed to keep pricing straightforward: organizations pay only the recurring monthly subscription fee, with access to all core features, onboarding, and essential support services included.
There are no separate setup fees for any Easy Board plan.
Complimentary orientation training is provided to Pro plan users, while Max plan clients receive personalized training and data migration services as part of the customized arrangement.
Regular software updates, feature improvements, and platform maintenance are included in the monthly subscription for all plan tiers at no additional cost.
Base plan users get basic email support and access to an AI-powered support agent for questions.
Pro plan subscribers receive priority live chat, email support, and can access phone support “if needed,” all at no extra charge.
Max plan organizations benefit from dedicated support agents, personalized training sessions, and a dedicated success manager—all bundled into their custom subscription.
Every plan includes a 90-day “Love It” money-back guarantee.
Organizations can request a full refund within the first 90 days for any reason.
Plans are typically billed annually, but payment changes within the billing cycle are prorated; there are no surprise charges for billing adjustments or scaling up/down mid-year.
Easy Board offers a multi-tiered approach to training and support, ensuring all new users receive the assistance needed for successful onboarding and continued platform use. The type and depth of support vary by subscription plan, but all plans include essential resources and help channels.
Basic email support is available to all users.
Access to the platform’s AI-powered agent (named Zee) for instant, on-demand help and answers to common questions.
Written resources and documentation to help users get started and troubleshoot issues.
Complimentary orientation training is provided to new users, helping organizations onboard teams quickly and efficiently.
Priority live chat and email support deliver faster response times.
Phone support is available if needed, adding an additional layer of support for urgent or complex questions.
Bulk user upload assistance helps large boards get set up efficiently.
Personalized training sessions are offered for organizations with more complex needs or large-scale deployments.
Access to a dedicated support agent for tailored, ongoing assistance.
Data migration services for organizations migrating from another platform.
Easy Board implements robust security measures to ensure data protection and regulatory compliance across all customer accounts. The platform is built with best-practice web security models and is tailored to meet standards used by some of the world’s largest healthcare and enterprise organizations.
All files and documents are stored in secure Amazon S3 servers located in the United States.
Data is encrypted both in transit (as it moves between users and servers) and at rest (while stored), similar to the protocols used by banking platforms.
Unauthorized external requests to file storage are automatically blocked by tightly configured access controls.
Server access adheres to the principle of least privilege, ensuring only essential personnel can access sensitive data—even internal staff have limited access.
Password policies enforce a minimum of 10 characters for all users, and passwords are salted and hashed, meaning no one—not even Easy Board staff—can view or retrieve passwords.
Optional Two-Factor Authentication (2FA) can be enabled, providing another layer of defense against unauthorized account access.
For maximum security, organizations can disable the “magic links” feature, requiring full login for all access to meetings, documents, and sensitive information.
Servers are maintained with up-to-date security patches and monitored with Host Intrusion Detection Systems (HIDS) to identify and report suspicious activity in real time.
All servers are dedicated to web content delivery and do not share resources with unrelated services, minimizing exposure to multi-tenant risks.
Routine and frequent backups are performed to ensure rapid recovery in case of critical incidents, disasters, or data loss.
If a server compromise is detected, it will be taken offline and restored from an uncompromised backup, with a full forensic analysis conducted to resolve vulnerabilities.
The security protocols are designed to meet high regulatory and compliance standards, leveraging industry methods proven in large-scale healthcare implementations.
Easy Board follows a modern SaaS (Software as a Service) model for managing updates, which means updates are deployed automatically by the vendor and do not require client-side intervention or manual installation. The platform does not publish an explicit fixed release cycle (e.g., monthly, quarterly), but user reviews and product overviews emphasize that updates—both feature improvements and security patches—are released regularly to all users without disruption.
Easy Board releases updates continuously, pushing new features, enhancements, and bug fixes as they are ready, rather than through infrequent, large “version” releases.
The update model is designed so that users always have access to the latest version of the platform, including the most up-to-date security protocols and functionality improvements.
Updates are managed by the Easy Board development and operations team at the server level—users do not need to download patches or restart sessions.
Users report that updates are seamless and do not require downtime; even those with limited technical skills find the platform’s update scheme easy and unobtrusive.
Any new features or changes are announced proactively through user dashboards or email communications, and updated resources or tutorials are made available as needed.
In cases where an update may introduce a new interface or workflow, Easy Board’s support documentation and training modules are refreshed accordingly, and users can receive guidance from the help desk, AI assistant, or live support as needed.
Easy Board’s policy on data ownership and portability gives organizations clear rights over the content they create and store within the platform, and ensures that users retain the ability to access and export their data if they ever decide to leave the service.
Organizations retain ownership of all content, files, and information they upload or manage within Easy Board.
Users are responsible for ensuring their rights to shared data and for protecting those rights, with Easy Board assuming no liability or ownership claims over user content.
The platform does not claim copyright over user-uploaded content, only the rights necessary to operate and deliver the service.
Users can access, download, and export their data at any time, though the format and method may vary by feature (e.g., file library export, document downloads, contact directory exports).
Upon account termination or cancellation, organizations retain rights over their content and can request data exports to facilitate migration to other platforms.
No lock-in clauses prevent users from retrieving their content after choosing to discontinue or switch services.
Data is safeguarded according to best practices, and the privacy policy explicitly details how information is stored, protected, and shared (always controlled by the organization, not by Easy Board for external commercial purposes).
Easy Board provides organizations with flexible options to scale their subscription up or down according to changing needs, with pro-rated billing and no penalties for resizing.
Organizations can upgrade their plan at any time (e.g., moving from Base to Pro or Max) through the platform dashboard or by contacting support.
If an upgrade is made mid-cycle, the remaining balance from the previous plan is automatically credited toward the upgraded service, and the new plan features become available immediately.
There are no setup fees or delays; bulk onboarding, training, and additional features (like custom fields or advanced file management) can be accessed seamlessly.
Downgrading a plan (such as moving from Max to Pro or Pro to Base) is permitted at any time, without penalty.
Any paid amount for the higher plan that extends beyond the downgrade date is applied as a service credit toward future billing cycles.
Capacity-related settings (such as number of admins, committees, or storage limits) will reflect the limits of the new plan without disrupting core data access.
All price changes from plan upgrades or downgrades are calculated pro rata, ensuring transparent and fair billing for mid-cycle changes.
Organizations receive immediate confirmation and documentation on the new billing amounts and any credits following their plan change.
There are no lock-in clauses or penalties for changing the size, scope, or level of service—flexibility is guaranteed in the terms of use.
Easy Board’s terms and conditions for contract renewal and cancellation are designed for transparency and customer flexibility, with straightforward annual billing and user-controlled termination policies.
All Easy Board plans are billed annually by default, unless otherwise arranged.
Subscriptions automatically renew at the end of each annual period, unless the organization cancels before the renewal date.
Renewal notices are sent in advance, providing administrators with time to review, downgrade, or terminate their subscription if desired before a new term begins.
Organizations can cancel service at any time by submitting a request through the platform’s admin dashboard or by contacting support.
If cancellation is requested before the end of the current billing cycle, service continues until the paid period expires, after which access and billing stop.
Upon cancellation, all organization data remains accessible for a specified window to allow for export or backup.
There are no early termination penalties or lock-in clauses—customers can leave Easy Board without extra fees regardless of plan tier.
A 90-day “Love It” money-back guarantee covers all new signups, allowing organizations to receive a full refund if they cancel for any reason within the first 90 days of paid service.
Refunds for cancellations outside the initial guarantee period are not typically offered, though exceptions may be handled on a case-by-case basis at Easy Board’s discretion.
Organizations can change their subscription plan (upgrade or downgrade) during an active contract.
Pro-rated billing adjustments are automatically applied—if the account moves to a lower plan, the excess amount is credited toward the next renewal.
Prior to or immediately after cancellation, organizations can export their data—Easy Board gives clear instructions and support to retrieve meeting records, contacts, and files.
HIPAA: Easy Board follows the data storage and access guidelines common to HIPAA-compliant services. Data is encrypted both in transit and at rest, and strict access control is enforced. These practices are aligned with healthcare privacy norms, though explicit HIPAA certification is not directly referenced.
GDPR: The platform’s data ownership and access policies give organizations control over their content and facilitate data portability, supporting compliance with privacy principles required under the EU General Data Protection Regulation (GDPR).
SOC 2: Easy Board’s internal security operations—including encrypted storage, regular backups, server monitoring, and restricted staff access—reflect SOC 2 Trust Services Principles for security and privacy.
Enterprise Security Standards: Servers are monitored and patched regularly, intrusion detection is in place, and only essential personnel can access sensitive data, as recommended by both SOC 2 and ISO 27001 frameworks.
Organizations remain owners of their data, with constant access and export capabilities—minimizing lock-in and supporting regulatory requirements for transparency and control.
User authentication, strong password policies, and optional two-factor authentication safeguard confidential board information.
Regular data backups and robust disaster recovery protocols ensure compliance with business continuity mandates found in major frameworks.
