Board IntelligenceIQ Entities
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Governance

Schedule a board meeting

Put a board, committee or shareholder meeting in the company's calendar, with its attendees invited.

Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.

Every board cycle starts with a date in the diary and a list of who should be there. Scheduling the meeting in IQ Entities creates the record that its notice, attendance, agenda, minutes and resolutions are all attached to later, so the whole meeting can be followed from one place.

Set the details

  1. Open the company and choose Meetings under Governance in the sidebar.

  2. Click Schedule meeting.

  3. Give the meeting a Title and choose its Type. For a committee meeting, choose the committee meeting type and then the Committee.

  4. Enter the Date, and the Start and End times. Check the Time zone: it is the company's own when one is recorded, and yours otherwise.

  5. Add the Location, or tick Online meeting (provision a Teams link when invitations are sent) for a meeting held online.

  6. Click Next.

Invite the attendees

  1. For a board meeting, click Add current directors to invite every serving director at once. For a committee meeting the button adds the committee's members.

  2. Add anyone else with Add a person, choosing their Role first. For an adviser outside your organisation, choose External guest… and enter their name and email.

  3. Click Next.

Review and schedule

  1. Check the summary. Tick Send Microsoft calendar invitations now to send the invitations straight away, or leave it clear to schedule the meeting without them.

  2. Click Schedule. The button reads Schedule & invite when the invitations are going out.

The meeting opens on the Meetings page, under Upcoming.

Tips from practice

  • Calendar invitations need the Microsoft calendar set up for your organisation. Without it, schedule the meeting and send the invitations later from the meeting with Send invitations.
  • Record when notice went out: either set Notice status and Notice given on here, or use Record that notice was given on the meeting once it has been sent.
  • Enter Quorum required from the articles, so the meeting can show whether enough of those present count towards it.
  • Schedule a committee's meetings from its card on the Committees page, and the committee is filled in for you.

Before this: Set up a board committee. Next: Record a board meeting.

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