Prepare the pack for a board meeting
A workflow that starts when a board meeting is scheduled, raises the agenda task, collects the management accounts, and holds the pack for approval.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
Every board meeting sets off the same run of work: agree the agenda with the chair, send the notice, collect the papers, check the pack and circulate it. The papers that come from finance are usually the last to arrive. This workflow starts that work the moment the meeting is scheduled, so the request for the accounts goes out weeks before the pack is due rather than days. Workflows must be switched on for your organisation.
Build it
Choose New workflow, then Build it yourself, and name it, such as "Board pack preparation".
Under When should it run?, choose When something changes in IQ Entities, and under Run when, A meeting is scheduled. Each run is about the company holding the meeting. Choose Done.
Add a Create a task step to draft the agenda with the chair and send the notice, due in 3 days.
Add a Request information step to the finance director: under Who is asked, choose A specific person, and under What they send back, Documents. Ask for the latest management accounts and the finance report, and switch on Chase if they don’t reply.
Add a Human review step, "Approve the board pack", and under What should the reviewer check? list what a complete pack contains: the agenda, the minutes of the last meeting, the management accounts and a paper for each item.
Add a Notify step to say the pack can be circulated.
Choose Save. On the Review tab, What it does reads it back:
What a run looks like
When the next meeting is scheduled, a run starts on its own. The agenda task is raised straight away, and the request to the finance director waits for their reply. Once you accept it, the run stops at the review until the pack is approved.
Tips from practice
- A meeting is scheduled runs for every meeting, including committee and general meetings. Quote the kind of meeting in the task title with Insert data so each task says which it is, and choose Cancel on a run for a meeting that needs no pack.
- The documents the finance director sends arrive on the run, and they are read into IQ Entities like any other document you receive.
- Schedule the meeting as soon as the date is set (see Schedule a board meeting); the earlier the run starts, the more time finance has.
- After the meeting, record it and its resolutions: Record a board meeting.