Getting started
Getting started
What is Ideals Board?
Ideals Board is a secure, cloud-based portal that helps company directors and governance professionals plan, run, and follow up on board and committee meetings.
How do I log in to Ideals Board?
You’ll receive an invitation email with a link to log in. Click the link to set up your profile and get started.
Alternatively, you can go directly to login.idealsboard.com or click the Log in button on our website at idealsboard.com.
Which browsers are supported?
Ideals Board supports the latest versions of Chrome, Safari, and Edge.
What are your server locations?
Our servers location depends on your country. We are currently in USA, Canada, EU and Australia and will use the relevant AWS region and available zone to your company.
Can I changes the format for time to AM/PM and not 24hr?
The time format (AM/PM vs 24-hour) is automatically determined by the locale setting of your browser – specifically, if your browser is set to English (United States), the time will be displayed in AM/PM format by default. If you're seeing 24-hour time and want AM/PM:
Make sure your browser language is set to English (United States).
You may need to log out and log back in for the change to take effect.
User roles and permissions
User roles and permissions
What types of roles are available in Ideals Board?
There are four roles:
Administrator – Has full control and visibility across the workspace.
Secretary – Manages meetings, users, documents, and group-level setup.
Member – Participates in meetings and votes within their group.
Guest – Limited participation. Can join meetings but not vote.
Do you have the limit of the secretaries in Board?
The number of secretaries you can have is unlimited.
Can I change a participant's role?
Only users with administrator privileges can change someone’s role. Secretaries can add users, assign roles, to the groups that are available to them.
How to change a participant’s role:
Go to the Directory in your workspace.
Find the participant whose role you want to update.
Click the Edit icon to alter their details.
Under Board position & roles select a new Administrator, Secretary, or Member).
Save your changes.
Can I invite a temporary guest to just one meeting?
Yes, you can invite guests to your meeting.
What is the view for guests like?
Same as for regular users, but they can only see what's they've been granted access to specifically
Agenda
Agenda
How do I create a meeting agenda?
Admins and secretaries can create agendas by adding items, supporting documents, and allocating time slots.
Create a meeting first.
In the meeting, select Send Invitations to open the agenda.
To add a new item, select the + button.
Add:
Title and description
Duration
Attachments (drag and drop or upload)
Links (optional)
Motions (if voting is needed)
Use the arrow icon to make items sub-items.
Reorder items using the drag handle.
When ready, select Publish agenda.
Choose whether to notify participants or not.
Can agenda items be reordered and edited?
Yes, agenda items can be easily dragged and dropped into a new order before the meeting.
Here’s how you do it:
Open the meeting agenda and press edit. Then drag and drop agenda items using the handle to reorder them.
When you're done, publish the agenda to save changes and notify participants.
Can I attach documents to agenda items?
Yes. Supporting files can be uploaded and linked directly to each agenda item.
Who can edit the agenda?
Admins and secretaries can edit agendas. Members can view the agenda but cannot make changes.
When can directors see the board book?
The board book can only be viewed once it has been published.
Can I post the agenda publicly?
No. However, users are free to download attachments and publish them however they see fit.
Can I post the board book publicly?
No. The board book is not available to post publicly; however, users can download
Voting
Voting
How do I start a vote?
As the secretary, you can start a vote during the meeting:
Make sure the motion is on the relevant agenda item.
During the meeting, select Start voting next to the motion.
Participants will be notified and can vote For, Against, or Abstain.
Want to skip the formal vote? Select All for to submit a unanimous vote.
Can we run votes through Ideals Board?
Yes. Voting can be set up for agenda items or standalone decisions, with configurable deadlines and visibility.
What types of votes are supported?
You can run open or anonymous votes, with options like yes/no/abstain or custom response types.
Can users outside a group vote?
When voting within a meeting, no. Even if a user is invited to that meeting, they can’t vote unless they belong to the group the meeting is for.
Who can initiate a vote?
Typically, only administrators and secretaries can initiate a vote.
Can I see voting results?
Results are visible to those with permission to view them. This is configured when the vote is created.
Can I vote outside a meeting? / between meetings?
It isn’t possible to vote outside a meeting; however in such cases we recommend the use of Suvery requests, launched from the Tasks page.
How can I send out a circular resolution? / unanimous written consent?
You can do this using a Survey request task. Go to the Tasks page, select Request > Survey, and select the relevant question type and your question. Assign it to users, set a due date, and launch it. Results will update as users respond.
It won’t let me start a vote. What do I do?
If you mean during a meeting, you should first make sure the motion is on the relevant agenda item. Then select Start voting next to the motion.
If you mean outside a meeting, we recommend you create a Survey request from the Tasks page.
Board book
Board book
Why are my agenda item descriptions losing paragraph formatting when exported to PDF?
Currently, when exporting to PDF, multiple-paragraph agenda item descriptions are compiled into a single block of text. This is not customizable and appears to be a limitation in the export format, rather than a bug. We're aware this affects readability and are evaluating improvements.
Can I add a header or footer (e.g., “Confidential”) to each page of the board book PDF?
This is not currently supported natively. Workarounds may include adding this content manually to the source file or using PDF editing tools after export.
Can I disable the auto-generated cover and contents pages in the board book PDF?
No, these are generated automatically upon publishing the board pack and cannot be turned off at this time.
Can bookmarks be enabled in the PDF for easier navigation?
This functionality is not available currently, but we’ve received similar feedback and are considering enhancements.
Can blank pages be inserted automatically to ensure new sections start on the right when printed?
Not at the moment. For now, this needs to be done manually if printing requirements are specific.
Permissions and visibility
Permissions and visibility
Can a Board Member hide agenda items from an admin user?
No, agenda visibility cannot currently be restricted by role to that level of granularity. All agenda items are visible to admin-level users.
Can I hide an agenda item if there is a conflict of interest?
Yes, agenda items (including any supporting documents related to them) can be flexibly hidden from any user(s) that are part of the meeting (excluding admins or secretaries). These permissions changes will also apply to downloaded version of the board book for that users.
AI capabilities
AI capabilities
What experience do you have with applying AI in software solutions?
We have been working with AI solutions for a number of years. Our team brings over a decade of expertise in both academic and commercial enterprise-grade AI applications.
What’s your philosophy on integrating AI into your products?
Every model is rigorously benchmarked in controlled environments before being applied to real-world scenarios. All AI processing is confined within the secure Ideals perimeter – your data never leaves our protected infrastructure.
How do you ensure data privacy and security when using AI?
Data security is at the heart of everything we do. Client information is stored and processed exclusively within our secure environment, protected by industry-leading encryption and multi-layered access controls. AI models operate entirely within this framework, with no external exposure.
Is my data ever used to train or improve AI models?
No, we do not use client data for training, fine-tuning, or improving any AI models. Your information remains confidential, completely isolated, and under your full control at all times.
Can other clients access my data through AI-powered features?
No, our systems are designed with strict access boundaries. AI responses are scoped to the specific permissions of each user, avoiding any data crossover and leakage between clients.
Can AI features be disabled for specific projects or users?
Yes, you have full control over AI functionality at the project level. Administrators can easily disable AI-powered features to meet internal policies, regulatory requirements, or client preferences – without compromising the integrity of the platform.
Who can I speak to for more details about your AI offerings?
If you have further questions or need personalized guidance, our support team and AI product specialists are available to help. Please contact us to schedule a conversation or demo.
Accessibility
Accessibility
Does Ideals Board meet WCAG 2.1/2.2 AA accessibility standards?
We're actively working towards compliance with WCAG 2.1/2.2 at the AA level. Detailed documentation can be provided by the product or compliance team upon request.
Tasks
Tasks
How will assignees become aware of the new tasks?
Users receive email notifications, tasks added to their dashboards, and also user prompted reminders.
Who can see the tasks?
Those added to the task along with the user that set the task up.
Can tasks be assigned to external users?
No, users must be added to the workspace in order to have tasks assigned within the workspace.
Actions
Actions
Can action items be assigned to multiple people?
Yes, action items can be assigned to multiple assignees.
Can I add attachments to an action item?
Yes, you can add attachments to any action item to provide relevant documentation or further context for the task.
How do action items help with meeting follow-up?
Action items ensure that the outcomes of the meeting are translated into concrete steps. They help maintain accountability and provide a clear reference for follow-up in subsequent meetings, ensuring tasks are completed on time.
Document requests
Document requests
Do I have to provide a meeting or agenda item when requesting a document?
No, providing a meeting or agenda item is optional. However, if you do, the document will be automatically added to that meeting's board book.
What happens after I send a document request?
Once you click the "Send" button, the document request is sent to the assigned person. The task will appear on their dashboard and task list. The assignee will need to upload the requested document and can add a personalized message if needed.
How do I request a document when creating a meeting agenda?
When creating a meeting agenda, click the "Add Document" button and select "Document Request." The task creation window will open with some fields pre-filled, such as the Due Date and Linked meeting.
Will the requested document automatically appear in the meeting’s board book?
Yes, any documents submitted by assignees will be added to the meeting’s board book. If the board book hasn’t been published yet, this happens automatically. If the board book is already published, you will need to approve the document before it gets added.
Can I add a personalized message when requesting a document?
Yes, you can add a description and attach any relevant documents (such as a previous version) when requesting a document, but adding a message is optional.
What happens if the meeting’s board book is already published when I request a document?
If the board book has already been published, you will need to approve the document before it gets added to the board book.
Signature requests
Signature requests
Can I send a signature request to multiple users?
Yes, you can select one user, multiple users, or a whole group of users to sign the document.
How do I define where the signatures should be placed on the document?
You can define the signature locations by dragging and dropping signature placeholders onto the document. The size of these placeholders can be resized or deleted as needed.
What happens after I send a signature request?
Once sent, the selected users will receive an email notification and see a dashboard card with information about the required signature. The secretary can also track the signing progress in the task details.
How do users sign the document?
Users will click the "Start" button to open the document, where they will be shown where to sign. They can either draw their signature or use a previously saved signature.
Is there a timestamp associated with the signed document?
Yes, the signed document will include the signer's information and a timestamp indicating when the signature was added.
Where can I find the signed document?
Once all assignees have signed, the document will be available in the “Signed” tab in the Documents area for easy access.
Can users review the document before signing it?
Yes, users will have the opportunity to review the document before they begin the signing process.
Surveys
Surveys
Do you need to complete Survey in one go?
No, the answers are autosaved, and the survey can be completed over multiple days
How do I create a survey?
You can create a survey by navigating to the Tasks page, selecting "Request > Survey" from the dropdown, and then using the survey builder to add questions and customize your survey.
Can I edit my survey after launching it?
No, once a survey is launched, it is locked for editing. Any changes must be made before launching the survey.
Can I assign a survey to a group of people?
Yes, surveys can be assigned to individual users or groups, as long as they are active users.
What happens if no one is assigned to a survey?
You will not be able to launch the survey until at least one recipient is added. A banner will appear prompting you to add assignees.
Can I track survey progress?
Yes, as the survey creator or admin, you can monitor progress by viewing the survey in the "Launch and Analyze" tab, and you can track who has completed the survey.
What happens when a survey is anonymous?
When a survey is set to anonymous, individual responses cannot be downloaded, and respondents will appear as "Anonymous" in the results. Responses are randomized, and only aggregated results can be exported once the survey is marked as completed.
How do I close an anonymous survey?
You can only close an anonymous survey once more than one assignee has responded. If fewer than two responses are received, the "Close" option will be disabled.
External links and media
External links and media
Can I link to an external Google Slides presentation in a board book?
While you can paste the link, it may not work, depending on Google Drive permissions. For guaranteed access, we recommend downloading the presentation and uploading it as a document.
Data retention
Data retention
If an instance is closed and later reopened, will the uploaded content and meeting notes still be there?
All previously uploaded documents and notes are deleted after 30 days.
If I deleted a file mistakenly, can it be restored?
If a file is deleted from the workspace, it will be permanently removed.
Can I add a link to the SharePoint file?
SharePoint links can be copied into the product in areas like task descriptions.
Security and support
Security and support
Is Ideals Board secure?
Yes. It meets international security standards, with features like two-factor authentication, encryption, and detailed audit logs.
Who can see board documents?
Only users with the right level of visibility can see documents. Visibility is managed by the board administrator.
How does Ideals handle customer data?
Access restrictions for Ideals are in place. More formal documentation will be included in the upcoming security whitepaper.
What are our backup and recovery policies?
Daily backups are performed. This means a maximum theoretical RPO of 24 hours.
Technical Help
Technical Help
What if I forget my password?
Use the “Forgot password” link on the login page. You’ll receive an email with instructions to reset it.
How do I change my password?
On the Welcome screen, select Change password.
On the next screen enter your email address and select Change password.
Check your inbox and follow the instructions in the email to reset it.
Alternatively, board members can ask admins and secretaries to send them credentials again using the copy login details feature.
Who do I contact if I have an issue?
Contact your internal board administrator first. If further support is needed, reach out to Ideals Support through the chat inside the product, Help Center or via email.
Is training available?
Yes. We offer live onboarding sessions, in-product tips, and a Help Center with step-by-step guides.
Documentation
Documentation
Which file formats do you support?
It depends on where you're uploading the file:
Documents: We support over 50 file types, including most standard formats. You can upload a wide range of files without needing to convert them first.
Agenda, Board Book, and Tasks: These areas support file types that can be converted to PDF. This includes:
PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG, PNG, BMP, GIF, TXT, PPT, and PPTX.
If you're unsure whether a file type is supported, try uploading it — we’ll let you know right away if there’s an issue.