# 5 Key Board Management Software Features | Capterra > Buying board management software? Look for these five board management software features rated as the most important and top products that offer them. Source: https://www.capterra.com/resources/board-management-software-features --- Administrative # 5 Key Board Management Software Features With Top Products That Offer Them Written by: Preksha Buttan Preksha ButtanAuthor Writer Experience I am a writer at Capterra, where I've been providing expert insights to help small businesses find the right software solutions since Janua... [See bio & all articles](https://www.capterra.com/resources/author/pbuttan/) and edited by: Caroline Rousseau Caroline RousseauEditor Senior Content Editor Experience As a senior content editor, and formerly as a content analyst, at Capterra, I have been crafting, writing, and refining rese... [See bio & all articles](https://www.capterra.com/resources/author/caroline-rousseau/) Published July 17, 2024 12 min read Table of Contents - [1\. Meeting management](#1-meeting-management) - [2\. Secure data storage](#2-secure-data-storage) - [3\. Document management](#3-document-management) - [4\. Access controls and permissions](#4-access-controls-and-permissions) - [5\. Minutes management](#5-minutes-management) Manually checking the availability of board members while scheduling a meeting can be quite confusing, especially if it’s a large group. On top of that, taking meeting notes and follow-ups from each member can become overwhelming. You can turn to [board management software](https://www.capterra.com/board-management-software/) that simplifies and automates meeting scheduling, document management, and task tracking. When it comes to investing in the best board management software, knowing all the necessary details and key features helps make a better decision. To help you with your search, this article highlights five key board management software features based on the ratings given by verified software users. We also include the highest-rated board management software for each feature. ## 1\. Meeting management  The meeting management feature in a board management tool helps organize and conduct board meetings. It allows users to schedule meetings, send automated invitations, and set meeting agendas. Board members can share and access meeting materials securely, collaborate on documents, and track attendance. During a board meeting, this feature supports real-time note-taking, voting, and recording decisions. Post-meeting, it facilitates distributing minutes and following up on action items. ### What business problems does meeting management solve? The meeting management feature helps board members solve the following challenges: - **Inefficient scheduling**: Manually coordinating meeting schedules with the board members can be a time-consuming and error-prone process, often leading to conflicts. The meeting management feature in board meeting software automates scheduling, integrates calendar systems, and sends automated invitations and reminders to the members, simplifying the whole process. This leads to reduced administrative burden and ensures all members are promptly informed, thus preventing scheduling conflicts. - **Compliance issues**: Compliance issues arise when board meetings fail to adhere to legal and regulatory standards regarding data security, risking penalties and reputational damage. The board meeting management feature ensures compliance by automating the documentation and archiving of minutes, votes, and decisions. It also tracks attendance and enforces adherence to governance protocols. This ensures that all procedures are correctly followed, reducing the risk of non-compliance and enhancing overall corporate governance. - **Member disengagement**: Board members can feel disconnected or unengaged during meetings due to inefficient communication and lack of involvement in decision-making, especially if it's a large group with a busy agenda. The meeting management feature in board meeting management software provides a platform for real-time updates, easy access to documents, and collaborative tools for discussions and voting. These features foster active participation, keep members informed and engaged, and ensure their input is valued, ultimately leading to more cohesive and effective board meetings. ### How users benefit from meeting management  Here are some excerpts from the reviewers of meeting management feature describing how it helps them: > _“It's super helpful in this regard, it has all my meetings in the menu, gives me a heads up as to when the next one is, and queues me to start the meeting 1 min before.  Totally simplifies me finding the launch link at the right time etc.”_ > > _“This has eliminated over 100 emails coming into my inbox throughout the year when we have board and committee meetings. I also like the fact that people can access their meeting directly from their email about the meeting.”_ > > _“Sets out timings for each agenda item to keep us on track and allows us to share meeting materials as soon as possible, and can update agenda items after the pack has been published to Trustees. This gives Trustees a lot more time to look at things.”_ ### Top 3 products with the highest ratings for meeting management _Analysis performed July 2024_ #### Trial/Free Version - Free Trial - Free Version #### Meeting management feature rating 4.88/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Meeting management feature rating 4.74/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Meeting management feature rating 4.70/5 #### Device Compatibilty ## 2\. Secure data storage The secure data storage feature in board management software ensures that all sensitive board materials, including documents, meeting minutes, and communications, are stored safely. It uses advanced encryption methods to protect data from unauthorized access and breaches. This feature often includes multi-factor authentication, role-based access control, and regular security audits to enhance data protection. Additionally, secure data storage ensures compliance with legal and regulatory standards for data privacy and security. ### What business problems does secure data storage solve? The secure data storage feature helps board members solve the following challenges: - **Data breaches**: Unauthorized access to sensitive information can lead to financial loss, legal consequences, and reputational damage. The secure data storage feature mitigates this risk by employing advanced encryption, multi-factor authentication, and regular security audits. These measures protect confidential board materials from cyber threats and unauthorized access, ensuring that sensitive information remains secure. - **Information overload**: A board member might get overwhelmed by the volume of documents and data, making it difficult to locate and manage important information. The secure data storage feature centralizes all board-related materials in an organized, easily searchable repository. This simplified access reduces the time spent searching for documents, improves information management, and enhances decision-making efficiency. - **Data loss**: Data loss can occur due to technical failures, accidental deletions, or cyber incidents, leading to the permanent loss of important board documents and records. The secure data storage feature provides reliable backup and recovery options. It ensures that all data is regularly saved and can be restored quickly if lost. This protection guarantees the continuity and integrity of critical information. ### How users benefit from secure data storage  Here are some excerpts from the reviewers of secure data storage feature describing how it helps them: > _“The platform's commitment to data security through features like access controls, encryption, and compliance standards ensures a reliable and protected environment for storing sensitive information.”_ > > _“Enabling storing and restricting access to certain data is critical to increase adoption for areas with more sensitive data. A lot of information we have in the tool could be damaging if obtained by a malicious actor.”_ > > _“secure data storage is essential for protecting against a wide range of threats, ensuring compliance with regulations, maintaining business continuity, and preserving trust in an increasingly digital and interconnected world.”_ ### Top 3 products with the highest ratings for secure data storage _Analysis performed July 2024_ #### Trial/Free Version - Free Trial - Free Version #### Secure data storage feature rating 4.88/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Secure data storage feature rating 4.88/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Secure data storage feature rating 4.80/5 #### Device Compatibilty ## 3\. Document management The document management feature in board management tools simplifies the creation, distribution, and organization of board-related documents. It provides a centralized platform where users can securely store, access, and share documents such as agendas, meeting minutes, and reports. This feature includes version control, which tracks document changes and maintains a history of edits, and permission settings, which ensure only authorized users can view or edit specific documents. Additionally, it offers collaboration tools such as annotations and comments, allowing board members to review documents efficiently. ### What business problems does document management solve? The document management feature helps board managers solve the following challenges: - **Document disorganization**: Document disorganization leads to inefficiencies as board members spend excessive time searching for and managing files, often resulting in missed information and poor decision-making. The document management feature in a board software centralizes all board-related documents in a single, easily accessible location. This organized storage system allows users to quickly find and retrieve necessary documents, simplifying workflow and improving productivity. - **Version control issues**: Having multiple versions of a document can cause confusion and errors. The document management feature addresses this by maintaining a single, centralized version of each document. It tracks all changes and edits, allowing users to access the most current version and view the history of modifications. This ensures that everyone is working with accurate, up-to-date information. - **Inefficient collaboration**: Inefficient collaboration occurs when board members struggle to share, review, and discuss documents effectively, leading to delays and miscommunication. The document management feature provides tools for real-time annotations, comments, and document sharing. This allows members to review and discuss documents simultaneously, facilitating quicker feedback and decision-making. ### How users benefit from document management  Here are some excerpts from the reviewers of document management feature describing how it helps them: > _“This is my favorite feature as I can archive all board docs. Board members can go back and review. And new board members have access to all old and new documents. And can upload board training to this site as well.”_ > > _“It manages the entire document lifecycle, ensuring compliance and providing a single source of truth across all locations for effective decision-making.”_ > > _“Provides a centralized hub for housing all documents pertinent to a case. This consolidation guarantees convenient access to all files from a single location, thus optimizing workflow and minimizing the time required for file retrieval.”_ ### Top 3 products with the highest ratings for document management _Analysis performed July 2024_ #### Trial/Free Version - Free Trial - Free Version #### Document management feature rating 4.67/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Document management feature rating 4.62/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Document management feature rating 4.58/5 #### Device Compatibilty ## 4\. Access controls and permissions The access controls and permissions feature in board management software allows administrators to define and manage who can view, edit, or share specific documents and information. This feature ensures that sensitive data is only accessible to authorized users, enhancing security and confidentiality. It typically includes role-based access, where permissions are assigned based on a user’s role within the organization, and customizable settings for specific documents or folders. This granular control helps prevent unauthorized access, reduces the risk of data breaches, and ensures compliance with privacy regulations. ### What business problems does access controls and permissions solve? The access controls and permissions feature helps board administrators solve the following challenges: - **Loss of confidentiality**: Loss of confidentiality occurs when sensitive information is accessed by unauthorized individuals, potentially leading to competitive disadvantage, legal issues, and loss of trust. The access controls and permissions feature defines and restricts access based on user roles. This process safeguards sensitive data, maintains privacy, and protects the business's proprietary information from unauthorized disclosure. - **Role confusion**: Ambiguity about who is responsible for accessing, editing, or managing specific documents leads to role confusion. The access controls and permissions feature clarifies roles by assigning specific permissions based on each user's role within the organization. This ensures that only authorized personnel can perform certain actions, reducing misunderstandings and enhancing accountability. - **Audit challenges**: Difficulty tracking and verifying who accessed or modified documents complicates checks and increases the risk of undetected errors or fraud. The access controls and permissions feature maintains detailed logs of user activities. These logs provide a clear audit trail, showing who accessed, edited, or shared documents and when these actions occurred. This transparency simplifies audits, ensures accountability, and supports compliance with regulatory requirements. ### How users benefit from access controls and permissions   Here are some excerpts from the reviewers of access controls and permissions feature describing how it helps them: > _“I like that, by setting specific permissions, such as view-only, comment, or edit access, we can ensure data/documents security, prevents accidental edits, and allows for effective collaboration among team members”_ > > _“These features ensure the security of sensitive data and documents, meet regulatory requirements, and protect stakeholders. The system also supports secure electronic signatures for critical documents.”_ > > _“Having the ability to control how much a user can interact with you while you are remotely supporting them is an amazing function. The ability to block input of even blank the screens is great if we are being hindered by the user.”_ ### Top 3 products with the highest ratings for access controls and permissions _Analysis performed July 2024_ #### Trial/Free Version - Free Trial - Free Version #### Access controls and permissions feature rating 4.72/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Access controls and permissions feature rating 4.61/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Access controls and permissions feature rating 4.52/5 #### Device Compatibilty ## 5\. Minutes management The minutes management feature in board management software simplifies the creation, distribution, and storage of meeting minutes. This feature allows users to efficiently record discussions, decisions, and action items during board meetings. It includes templates to ensure consistent formatting, real-time editing capabilities, and tools for capturing key points accurately. After meetings, it facilitates easy distribution of minutes to all relevant parties and secures archival for future reference. Additionally, it ensures compliance with legal and regulatory requirements by maintaining a precise and accessible record of meetings. ### What business problems does minutes management solve? The minutes management feature helps board managers solve the following challenges: - **Human error**: Human error in note-taking can lead to inaccuracies, omissions, and inconsistencies, compromising the reliability of meeting records. The minutes management feature in board management software provides structured templates and real-time collaboration tools. These tools help ensure that key points, decisions, and action items are accurately captured and consistently formatted. - **Inefficient follow-up**: Inefficient follow-up occurs when action items and decisions from meetings are not tracked or addressed promptly, leading to delays and uncompleted tasks. The minutes management feature integrates action item tracking within the meeting minutes. It assigns tasks, sets deadlines, and provides reminders, ensuring accountability and timely completion of follow-up actions.  - **Poor record keeping**: Poor record-keeping can lead to lost, disorganized, or inaccessible meeting minutes, making it difficult to reference past decisions and actions. The minutes management feature solves this by securely archiving minutes in a centralized, easily searchable repository. It ensures that all meeting records are systematically stored and readily available for future reference, improving organization and retrieval efficiency. ### How users benefit from minutes management Here are some excerpts from the reviewers of minutes management feature describing how it helps them: > _“Minutes are very important in board meetings. Board meetings are fast paced so notes must be easily made  or accessed. While taking noted, decision and action points should be entered simultaneously if possible. May it be a conversion from notes to decision/action or providing another clickable tab within notes.”_ > > _“If you have ever served on a board, you know that minutes aren't important until there is a question, and when the question comes, the minutes are critical. Keeping track of approved minutes in the library is easy, and it is straightforward to search through when needed.”_ > > _“This provides a one-stop location to store all meeting minutes in a safe and secure environment. All minutes can be opened and read which provides evidence of decisions that were made.”_ ### Top 3 products with the highest ratings for minutes management _Analysis performed July 2024_ #### Trial/Free Version - Free Trial - Free Version #### Minutes management feature rating 4.76/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Minutes management feature rating 4.70/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Minutes management feature rating 4.18/5 #### Device Compatibilty * * * Looking for Board Management software?Check out Capterra's list of the [best Board Management software](https://www.capterra.com/board-management-software/) solutions. ### Was this article helpful? * * * ## About the Authors [### Preksha Buttan](https://www.capterra.com/resources/author/pbuttan/) Preksha Buttan is a writer at Capterra. She provides insights to help small businesses identify the right software for their needs by analyzing more than 550,000 Capterra user reviews and nearly 48,000 interactions between Capterra software advisors and buyers. [### Caroline Rousseau](https://www.capterra.com/resources/author/caroline-rousseau/) After three years of building surveys, analyzing data, and writing her own research, Caroline has been a senior content editor since 2022. Her previous experience as an analyst converged into a skill set that allows her to help her peers develop and produce compelling content about today’s business matters. ### RELATED READING - [AI in Talent Management Software: The Bridge Between Recruiting and Retention](https://www.capterra.com/resources/ai-talent-management-software/) - [Switching Accounting Software: Common Risks to Avoid in 2026](https://www.capterra.com/resources/switching-accounting-software-problems-risks/) - [Why Projects Fail, and What Actually Helps Teams Fix Them](https://www.capterra.com/resources/4-steps-to-completely-recover-from-project-failure/) - [Checklist for SMBs: How to Choose the Right Customer Service Help Desk Software for Your Business Size](https://www.capterra.com/resources/choosing-customer-support-help-desk-software/) - [E‑Filing Taxes as a Small Business: Where Software Adds Value and When It’s Necessary](https://www.capterra.com/resources/efile-tax-software-small-business-guidelines/) - [How To Choose a Manufacturing Software With Confidence: Insights From Real Buyers](https://www.capterra.com/resources/manufacturing-software-buyer-insights-report/) - [What is CRM Software and What Does a CRM System Do?](https://www.capterra.com/resources/what-is-crm-software/) - [Payroll Software vs. HR Software: What’s the Difference](https://www.capterra.com/resources/payroll-vs-hr-software-difference/) - [How AI Scheduling Software Helps Restaurants Reduce Overtime and Boost Staff Satisfaction](https://www.capterra.com/resources/ai-employee-scheduling-software-for-restaurants/) **Key features**: To identify the key features of this article, we asked users to rate, on a scale of “low importance” to “critical,” how important different features are for board management software. The features showcased are those that the highest percentage of reviewers rated as “highly important” or “critical” over the past two years (as of July 3, 2024). **Feature eligibility**: To be included in the set of features considered, a given feature had to have at least 200 user ratings within the past two years (as of July 3, 2024), of which at least 20% must indicate the feature is “critical.” Eligible features were determined from two sources:  1. Our research team’s review of public information about board management software usage, definitions, and associated features. 2. Reviewers’ indication of the features they use for board management. **Product selection**: To identify the top-rated products per feature, we evaluated user ratings for products that offer each feature. For a given product, reviewers rate each feature on a scale of one to five stars. A given product had to have at least 20 user ratings (between July 2022-24) for the feature in question to be considered.