BoardPro is designed for fast and seamless implementation, especially for small to medium-sized organizations. The process is intuitive and can be completed in a few days to two weeks, depending on organizational readiness. Here's a step-by-step breakdown:
Step 1: Selection & Planning Organizations begin by identifying governance pain points and selecting the appropriate BoardPro plan (Essentials, Premium, or Ultimate). This step includes internal alignment on goals and expectations.
Step 2: Account Setup Administrators create the organization’s account, configure user roles, permissions, and governance folders. BoardPro’s interface is user-friendly, requiring minimal technical expertise.
Step 3: Security Configuration Security settings such as multi-factor authentication, role-based access control, and encryption are enabled to ensure compliance and protect sensitive board data.
Step 4: Document Migration Existing board materials (agendas, minutes, decision logs) are uploaded into BoardPro’s governance repository. This centralizes access and ensures continuity.
Step 5: Training & Induction BoardPro offers training videos, webinars, and live chat support to onboard board members and administrators. The platform’s simplicity ensures quick adoption, even for non-tech-savvy users.
Step 6: First Meeting Setup Users build their first digital agenda, compile the board pack, and schedule the meeting. During the meeting, minutes are taken in real time, and action items are assigned and tracked.
Step 7: Ongoing Support & Optimization BoardPro provides 24/7 live chat support and governance resources to help organizations continuously improve their board processes.
Estimated Timeframe:
Small organizations: 2–5 days
Mid-sized organizations: 1–2 weeks
Enterprise-level (with subcommittees): Up to 3 weeks.
Customisation
BoardPro offers moderate customization tailored to the governance needs of SMEs and nonprofits. While it’s not a fully custom-built enterprise solution, it provides flexible features that adapt to various workflows:
Role-Based Access Control: Customize user permissions for board members, executives, and administrators.
Subcommittee Management: Create separate governance workflows for subcommittees with their own agendas, minutes, and decision registers.
Reusable Templates: Customize agenda and minute templates to reflect your organization’s governance style.
Governance Repository: Organize folders and documents based on internal structures—by department, committee, or project.
Voting & Flying Minutes: Enable customized voting workflows, including in-meeting and out-of-cycle decisions, with automatic logging.
Board Pack Annotations: Members can annotate documents individually or collaboratively, supporting personalized review styles.
Meeting Scheduling: Customize recurring meeting schedules, reminders, and calendar integrations.
Security Settings: Organizations can configure encryption, authentication, and access controls to meet compliance needs.
Language Settings: Limited to English (NZ, AU, US), with regional formatting options for dates and spelling.
AI Tool Compatibility: While not natively embedded, BoardPro supports workflows that integrate external AI tools like ChatGPT, Microsoft Copilot, and Otter for summarization and transcription.
Additional Costs
BoardPro’s pricing is transparent and mostly flat-rate, but there are optional setup and onboarding packages available for organizations that want personalized support:
Quick Start Package – $600 USD (one-time) Includes application setup and two 30-minute training sessions.
Peace of Mind Package – $950 USD (one-time) Includes setup, import of previous meeting data, and three training sessions.
Complete Care Package – $1,900 USD (one-time) Includes full setup, data import, four training sessions, and a dedicated webinar.
There are no hidden maintenance fees, and support is included in all plans. However, priority support (e.g., 1-hour response time) is available in the Ultimate plan or as an upgrade.
Subcommittees are billed separately at $660 USD per subcommittee annually.
Training
BoardPro offers a range of training and support options to ensure smooth onboarding:
Self-Onboarding Most users can set up and start using BoardPro without assistance, thanks to its intuitive design.
Training Videos & Webinars On-demand training for administrators and board members is available, covering agenda creation, minute-taking, and board pack management.
Optional Onboarding Packages These include personalized setup, data migration, and multiple live training sessions (see Q3 for pricing).
Live Chat Support Available 24/7 with real human agents. 80% of queries are answered within 2 minutes during business hours.
Resource Center Includes templates, governance guides, and best-practice documents to help users improve board operations.
Security Measures
BoardPro employs enterprise-grade security protocols to protect user and organizational data:
Data Hosting All data is stored in Microsoft Azure Data Centres in Australia (NSW primary, Victoria backup), benefiting from Azure’s certifications like ISO 27001, SOC 1, 2, and 3.
End-to-End Encryption Data is encrypted in transit using TLS and at rest on servers. Replication between data centers is also encrypted.
Multi-Factor Authentication (MFA) Users must verify their identity with a time-based code in addition to their password.
Access Controls Role-based access allows organizations to control who sees what. Sensitive documents can be restricted to specific users.
Audit Trails & Replication Real-time data replication and geographically separated backups minimize risk of data loss or outages.
BoardPro also educates boards on cybersecurity governance through webinars and resources, helping organizations build resilience against evolving threats.
Updates
BoardPro follows a continuous improvement model, regularly releasing updates to enhance usability, security, and governance functionality. While the company does not publish a fixed release schedule, updates are typically:
Managed seamlessly in the cloud, with no user intervention required.
Automatically applied, ensuring all users benefit from the latest features and security patches.
Communicated via in-app notifications, email updates, and the BoardPro Resource Centre.
Because BoardPro is a cloud-based SaaS platform, updates do not require manual installation or downtime. Users always access the most current version when logging in.
Data Ownership and Portability
BoardPro adheres to strict data governance policies aligned with GDPR, New Zealand Privacy Act 2020, and Australian Privacy Act 1988. Here’s how data ownership and portability are handled:
Data Ownership: All content uploaded by customers (e.g., documents, minutes, decisions) is considered Customer Data and remains the property of the customer. BoardPro acts as a data processor, while the customer is the data controller.
Portability: Customers can export their data at any time. This includes:
Meeting minutes
Board packs
Decision registers
Action items
Governance documents
Data Access & Control: Customers have full control over user access levels and can revoke access at any time.
Data Requests: If BoardPro receives a request related to customer data, it forwards it to the respective customer unless legally required to act directly.
Scaling Up / Down
BoardPro offers flexible scaling options to accommodate changing organizational needs:
Upgrade Options: Organizations can upgrade from Essentials to Premium or Ultimate plans at any time to access advanced features like:
Voting tools
Electronic signatures
Dedicated training
Priority support
Subcommittee Add-ons: Each subcommittee is treated as a separate governance unit and can be added for $660 USD annually. This allows organizations to scale horizontally across departments or teams.
Billing Flexibility: Commercial plans offer monthly or annual billing, while nonprofit discounts are available only with annual payments.
Downgrading: Organizations can downgrade their plan at the end of their billing cycle. BoardPro recommends contacting support to adjust features and billing accordingly.
User Scaling: All plans include unlimited users, so organizations can grow their teams without incurring extra per-user costs.
The terms & conditions for contract renewal and cancellation
BoardPro’s contract terms are governed by its Terms of Use and End User Terms. Here are the key points:
Renewal Terms:
Subscriptions are typically annual or monthly, depending on the plan selected.
Contracts automatically renew unless canceled before the renewal date.
Customers are notified of any changes to terms or pricing before renewal.
Cancellation Policy:
Customers can cancel at any time, but refunds are not provided for unused portions of the subscription.
Cancellation must be done by the account administrator, who also manages user access and permissions.
If a customer cancels mid-cycle, access continues until the end of the billing period.
Billing Obligations:
Payment is due within 14 days of invoice issuance.
Customers are responsible for all applicable taxes and duties in addition to the subscription fee.
Promotional Terms:
Discounts (e.g., 50% off subcommittees) apply only during specified promotional periods and may be revoked in cases of misuse.
Compliance
BoardPro is built with a strong focus on governance compliance, data protection, and ethical standards. It aligns with several key compliance frameworks:
Data Hosting & Security Compliance:
Hosted on Microsoft Azure Data Centres in Australia (NSW and Victoria).
Benefits from Azure’s certifications:
ISO 27001
SOC 1, SOC 2, SOC 3
SSAE-16
Privacy Compliance:
Complies with:
New Zealand Privacy Act 2020
Australian Privacy Act 1988
General Data Protection Regulation (GDPR) for EU-based users
Governance Compliance:
BoardPro promotes best practices in governance through:
Conflict of interest management
Confidentiality protocols
Compliance calendars
Director fiduciary duties and oversight frameworks
