Board Portal
A secure home for your board’s meetings, papers, agendas, minutes, votes, and follow-up actions. Runs inside your own CartonCrew with no external provider needed.
Who this is for: board members and org admins. Only users added to the board roster (plus admins) can see the portal; anyone else who opens it is told “Board access is limited” and to ask an admin to add them. It appears as Board in the sidebar.
What’s here
| Tab | What it does |
|---|---|
| Meetings | Schedule meetings (with a Teams/Zoom/Meet join link), build agendas, see the papers filed against each meeting, record motions & votes, and write minutes. |
| Papers | The papers library (PDF, DOCX, XLSX, PPTX, PNG, JPG; up to 25 MB each). |
| Actions | Track follow-up actions between meetings, assigned and with due dates. |
| Member sign-ins | Which current members and guests are and are not using the member portal: the % using the portal (people with portal login off are listed but left out), summary counts, a 12-week trend and a list with each member’s last member-portal sign-in. Download as PDF, CSV or Excel. Studio galleries only: every board member and admin of a gallery sees it. Other organizations have no member portal, so the tab is not there. |
| Members | (Admins only) Manage the board roster and seat titles. The Seat box starts empty (e.g. Chair): type any title or click one of the Suggestions: (Chair, Vice Chair, Treasurer, Secretary, Member and every title already used on the board); left empty, the seat is Member. The roster and the Add member list are in last-name order (A to Z) by default; Sort by switches to Last name, First name or Seat, A-Z or Z-A, and is remembered on that device only. |
Sharing a document with the board
A document reaches the board by being uploaded to the Papers tab. Every board member (and every admin) can then open it; there is no per-person sharing, no link to send, and nothing is emailed.
Only an Owner or Admin can upload. A board member who is not an admin sees the list and can open any paper, but has no upload control — ask an admin to add the document.
- Open Board, then the Papers tab.
- Set Attach upload to — either a meeting, or No meeting.
- Click + Upload paper and pick the file. The confirmation names the meeting it was filed against (“Paper uploaded to …”).
The choice applies to the next upload, not to the list you are looking at, so you can file a paper against March while reading January.
To read a paper, click its title and it downloads. The file comes straight from CartonCrew to the signed-in person, after checking their board seat; there is no shareable link to a paper. Only an admin sees Delete beside a paper.
Finding one again
Use Show at the top of the tab: All meetings, Not attached to a meeting, or any one meeting. Every row also names the meeting it belongs to (or “No meeting”), so the unfiltered list is readable on its own.
A meeting’s own page lists its papers under Papers, alongside the agenda and minutes.
Papers uploaded before meetings could be chosen
They stay exactly as they are and appear under Not attached to a meeting. Nothing was migrated and nothing needs re-uploading.
Key things it does
- Meeting scheduler with an ordered agenda builder.
- Access-controlled papers library, filed per meeting.
- Motions & decisions with a for / against / abstain vote tally and outcome. A vote can only be recorded for somebody on the board roster: a member whose seat has been set inactive still counts, so minutes written up after the meeting stay accurate, but somebody who never held a seat is refused.
- Minutes editor (markdown) with draft → published states.
- Action tracker (open / in progress / done / cancelled) between meetings.
Scheduling meetings, building agendas, recording motions and votes, publishing minutes and managing the roster are admin actions too; board members read them.
Last updated: 2026-09-24 · Applies to: CartonCrew v1.110+