MinutePad FAQs. Effective Meeting Software by. Tel: +44 (0)

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May Singleton
6 years ago
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1 MinutePad FAQs

2 GENERAL What is MinutePad? A secure cloud based, paperless meeting management solution that improves meeting effectiveness and facilitates better decision making. Who uses MinutePad? Anyone in your organisation who organises or attends structured meetings with documents to discuss will find MinutePad very useful. What mobile devices does MinutePad run on? MinutePad is a web application that provides a seamless cross platform experience across any device that has a web browser. As well as standard desktop computers MinutePad can also run on a range of mobile devices including laptops, and tablets such as ipads and Surfaces. We recommend using a device with at least a 7 inch screen. TECHNICAL Which operating systems does MinutePad work on? As a web-based application MinutePad will work across all the major operating systems, such as Windows, Mac, ios and Android. What are the available deployment options? You can choose from a cloud based deployment, managed by Team Solutionz or an onpremise self-hosted option. Where is data stored? MinutePad data is stored at an award-winning UK data centre, which is ISO 14001, 9001 and certified. How secure is MinutePad? MinutePad has 3 layers of security: Server Level - the data server is hosted in a secure environment. Both physical and logical security measures protect the server from unauthorised access. Device (Client) Level - all clients communicate with the server over an encrypted (SSL / HTTPS) channel so that no one can read the data in-transit. Document Level - The agenda information and associated documents are stored in a secure encrypted database. How long does set up take? Cloud based deployment of MinutePad takes a matter of minutes. On premise hosting will usually take about a day to implement, based upon consultation with your internal IT support. Are deleted documents recoverable? Deleted documents can be recovered by contacting the Team Solutionz help desk.

3 BOARD MEMBERS/ATTENDEES How is access controlled? Access to MinutePad is controlled by a username and password. Once you have logged in you will only see the meetings that you have been invited to by the meeting organiser. Access can also be restricted to particular agenda items and documents. Can I switch between the types of device I use. For instance, use a laptop when preparing for the meeting and adding notes and use a tablet during the meeting when reviewing my documents and notes? Yes users can login on different devices for different types of tasks and always see the same information with the same user friendly interface. What types of annotations can I make in MinutePad? You can add simple drawings and highlights in a range of colours when reviewing documents prior to and during meetings. You can also add text notes on each page of a document and link these notes to specific areas within a page. Are annotations made to meeting packs by participants private or public? All annotations are private and only viewable by the person who made them. We are adding tools to allow notes to be shared but only when explicitly permitted by the person who created the note. Can I perform searches across previous meetings? Yes. MinutePad contains a powerful search tool that allows you to search across all the meetings that you have access to. It will search meeting titles, minutes, attached documents and any text notes that you have made. What support levels do you provide? Our standard support cover is available during normal UK/Ireland business hours. Our help desk can be used at any time and our servers are monitored 24/7. This support is all included in the subscription pricing. Extended support options can be offered and tailored to a client s specific requirements for an additional cost. What happens if I lose my device? MinutePad is only accessible by username and password and no documents are stored on the local device unless downloaded by the user. If you lose your device you can reset your password by accessing MinutePad from another device or you can contact the Team Solutionz support team. For mobile devices such as tablets we would strongly recommend a mobile device management system and can offer advice and suggestions on an appropriate solution for customers. How is MinutePad licensed? A licence is required for each meeting organiser and each meeting participant.

4 ORGANISERS/PREPARATION Do I need any other tool like Sharepoint to store my documents? MinutePad has its own repository in which documents are securely stored. Can I upload documents from different sources to MinutePad? Yes. You can upload documents stored locally on your desktop, or from online sources such as Sharepoint, Box or DropBox. Can last minute changes be made to a meeting? MinutePad easily accommodates last minute changes. New documents can be quickly added to the meeting and changes to an agenda can be made and distributed immediately. Meeting organisers can easily notify participants of last minute changes from within MinutePad. Documents and agenda items can even be tabled during the meeting and will be immediately available to all participants. Can MinutePad meetings be added to my calendar in Outlook or Google for example? Yes. When an invitation to a meeting is released by the organiser each participant is sent a.ics meeting notification. This will automatically create an appointment in the participant s own default calendar application. Do you require a Tablet/Mobile device to view documents? No. MinutePad is a cross-platform multi-device solution. Meeting participants usually prefer to use tablets to access MinutePad during meetings due to their mobility and ease of use, however laptops can be used just as well. Organisers usually use MinutePad on a desktop or laptop for meeting preparation. Can participants see the agendas for all meetings? No. Participants can only see the agenda and documents for meetings to which they have been invited. Further access restrictions can be applied to particular agenda items within a meeting. Can I ask users to confirm their attendance before the meeting? Yes. All organisers are able to use the attendance feature within MinutePad to gather RSVP responses from meeting participants when a new meeting is scheduled. Can a participant s attendance at the meeting be captured? Yes. Organisers can change a participant s attendance status once the meeting has begun. Participants can also update their own attendance status at any time up to the start of the meeting.

5 An easy to use, secure board portal. Education Healthcare Housing Associations Central Government Local Government Private Sector Improve preparation for governance meetings Secure and controlled document access Add personal annotations Create and monitor meeting tasks Search historical documentation minutepad.com

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