Best Board Meeting Software: 9 Top Tools to Run Effective Board Meetings

Board meetings shape every major decision your organization makes. Strategy, finances, compliance, leadership changes, and long-term direction all flow through the boardroom. Yet many boards still struggle with scattered documents, incomplete minutes, and decisions that get lost between quarterly meetings.

The right board meeting software transforms how your board operates. Instead of chasing down materials before meetings and reconstructing what was discussed afterward, modern tools capture everything automatically and make it searchable.

Looking for a better way to run board meetings? Fellow is a secure AI meeting assistant that captures every conversation and makes board intelligence searchable across your organization. Start your free trial →

What is board meeting software?

Board meeting software is a platform designed to streamline every phase of board governance: preparation, execution, and follow-up. The best tools in 2026 go far beyond basic document storage to include AI-powered transcription, automatic meeting minutes, action item tracking, and organization-wide search capabilities.

Board meeting software centralizes agendas, documents, recordings, and decisions in one secure location. This eliminates the fragmented approach of email chains, shared drives, and paper board packs that many organizations still rely on.

Modern board meeting platforms typically include:

• Secure document distribution and board pack creation

• Meeting recording and AI-powered transcription

• Automatic minute generation

• Action item tracking with owner assignments

• Voting and resolution management

• Compliance and audit trail features

• Integration with calendars, video conferencing, and productivity tools

Why do boards need dedicated meeting software?

Effective board governance requires more than general-purpose meeting tools. Board meetings involve sensitive strategic discussions, fiduciary responsibilities, and compliance requirements that demand specialized capabilities.

Security and confidentiality stand as the primary concern. Board discussions often involve material non-public information, executive compensation, M&A activity, and other sensitive topics. Enterprise-grade board software provides encryption, role-based access controls, and audit trails that general meeting tools lack.

Accountability and documentation matter for legal and regulatory compliance. Boards must maintain accurate records of decisions, votes, and the rationale behind strategic choices. AI-powered tools now generate comprehensive meeting minutes automatically, ensuring nothing falls through the cracks.

Preparation and context determine meeting quality. When board members can search previous discussions, review past decisions, and access relevant documents in one place, meetings become more productive. Directors arrive prepared rather than scrambling to locate materials.

The 9 best board meeting software tools in 2026

Here are the top board meeting platforms for running effective, secure, and well-documented board meetings.

1. Fellow

Fellow is a secure AI meeting assistant that turns board meetings into searchable, actionable intelligence. Unlike traditional board portals focused primarily on document management, Fellow captures the actual conversations and makes them queryable across your organization.

Best for: Organizations that want AI-powered meeting capture with enterprise security

Key features:

• AI-generated transcriptions, summaries, and meeting notes

• Ask Fellow lets you query past board discussions with natural language questions like "What did we decide about the expansion timeline?" or "What concerns were raised about the acquisition?"

• Automatic action item extraction with owner assignments and due dates

• Recording library with searchable transcripts

• Botless recording options for in-person board meetings

• 50+ native integrations plus 8,000+ apps via Zapier and n8n

• Fellow API and MCP Server for custom workflows

Security: SOC 2 Type II certified, HIPAA and GDPR compliant, no training on customer data, enterprise-grade privacy controls

Pricing: Starts at $7 per user per month. See all plans →

Why Fellow stands out: While traditional board portals focus on document distribution, Fellow captures what actually happens in meetings and makes it searchable. Board members can query years of discussions instantly rather than digging through minutes manually. The combination of AI-powered intelligence and enterprise security makes it ideal for boards that need both governance rigor and modern collaboration.

2. Diligent Boards

Diligent Boards is a comprehensive board portal designed for large enterprises and highly regulated industries. It combines secure document management with AI-powered meeting summaries and robust governance tools.

Best for: Large enterprises requiring advanced governance analytics and AI-powered insights

Key features:

• AI-driven meeting summaries and document analysis

• Secure board book creation and distribution

• Real-time collaboration with annotations and comments

• Voting and resolution tracking

• Board assessment and evaluation tools

• Comprehensive audit trails

Security: SOC 2 certified with enterprise-grade encryption and access controls

Pricing: Custom pricing based on organization size

3. OnBoard

OnBoard provides an intuitive board management platform focused on accessibility and ease of use. It supports the full meeting lifecycle from agenda creation to minute distribution.

Best for: Mid-market organizations prioritizing user adoption and intuitive design

Key features:

• AI-generated meeting minutes

• Drag-and-drop agenda builder

• Secure messaging between board members

• Engagement analytics to track director participation

• Mobile and offline access

• Diversity reporting tools

Security: SOC 2 Type II certified with granular permission controls

Pricing: Contact for custom pricing; free trial available

4. Board Intelligence

Board Intelligence focuses on AI-powered automation for governance teams, particularly around minute writing and board reporting. It helps company secretaries and governance professionals reduce administrative burden.

Best for: Organizations wanting AI-powered minute writing and reporting automation

Key features:

• AI minute writer that converts meeting transcripts into structured minutes

• Board pack creation with drag-and-drop assembly

• Insight tools that identify gaps in board reports

• Performance evaluation frameworks

• E-signatures and secure annotations

• 24/7 UK-based support

Security: Enterprise-grade security with role-based access

Pricing: Custom pricing based on requirements

5. Nasdaq Boardvantage

Nasdaq Boardvantage serves as a premium board portal for large, publicly traded companies and highly regulated organizations. It provides comprehensive meeting workflow optimization with strong security credentials.

Best for: Public companies and highly regulated enterprises requiring premium governance tools

Key features:

• Structured meeting management with digital board books

• E-signatures and electronic voting

• Task management and workflow automation

• Advanced analytics for board performance

• Offline access for directors traveling

• Integration with major calendar and video platforms

Security: Bank-grade security designed for public company governance requirements

Pricing: Custom enterprise pricing

6. Convene

Convene offers an intuitive interface designed to simplify board meeting preparation and execution. It emphasizes ease of use while maintaining enterprise security standards.

Best for: Organizations seeking balance between simplicity and comprehensive governance features

Key features:

• Comprehensive document library with security controls

• Real-time voting and resolution tracking

• Automated scheduling and notifications

• Laser pointer and presentation mode for hybrid meetings

• Action item tracking

• Multi-language support

Security: ISO 27001 certified with enterprise encryption

Pricing: Contact for custom quote

7. BoardPro

BoardPro targets small and medium organizations with an accessible, workflow-driven approach to board management. It focuses on reducing administrative time while maintaining governance standards.

Best for: SMEs, small-cap companies, and nonprofits seeking affordable board governance

Key features:

• Automated board pack assembly

• Structured agenda templates

• Integrated minute-taking with action item tracking

• Document version control

• Role-based access for different governance needs

• Quick onboarding for less technical directors

Security: Secure cloud-based platform with appropriate access controls

Pricing: Tiered pricing available on website; 30-day free trial

8. Boardable

Boardable serves nonprofit organizations specifically, providing board management tools designed for volunteer directors and resource-constrained organizations.

Best for: Nonprofit boards and community organizations

Key features:

• Centralized document repository

• Meeting scheduler with availability polling

• Polls and voting mechanisms

• Task assignment and tracking

• Agenda builder with templates

• Committee management tools

Security: Secure platform with nonprofit-appropriate access controls

Pricing: Various pricing tiers for different organization sizes

9. Ideals Board

Ideals Board provides a secure, straightforward board management platform with strong compliance credentials. It supports the full meeting lifecycle without complex feature gating.

Best for: Organizations prioritizing verified security and simple per-user pricing

Key features:

• Complete meeting lifecycle support (agendas, board books, votes, minutes)

• Compliance tracking and audit trails

• Simple per-user pricing without feature restrictions

• Document management with version control

• Committee and subsidiary support

Security: ISO 27001/27701/27017, SOC 2 and SOC 3, HIPAA, GDPR compliant

Pricing: Per-user pricing model; contact for details

How to choose the right board meeting software

Selecting board meeting software requires evaluating several factors based on your organization's specific governance needs.

Consider your security requirements

Board discussions involve sensitive information that demands appropriate protection. Look for SOC 2 Type II certification as a baseline for enterprise use. Organizations in healthcare, finance, or other regulated industries should verify HIPAA, GDPR, or industry-specific compliance. Ask vendors directly: Do you train AI models on customer data? The answer should be no.

Evaluate AI and automation capabilities

Modern board software should reduce administrative burden through automation. AI-powered transcription eliminates manual note-taking. Automatic minute generation ensures comprehensive documentation. Intelligent search lets directors query past discussions instantly rather than reviewing years of minutes manually.

If your board needs to find what was decided about specific topics across multiple meetings, prioritize platforms with robust search and AI query capabilities like Fellow's Ask Fellow feature.

Assess integration requirements

Board meeting software should connect with your existing tools. Key integrations include:

• Calendar platforms (Google Calendar, Outlook)

• Video conferencing (Zoom, Microsoft Teams, Google Meet)

• Document storage (Google Drive, SharePoint, Dropbox)

• Project management and workflow tools

Factor in user adoption

The most feature-rich platform provides no value if directors won't use it. Consider the technical comfort level of your board members, particularly those who may be less comfortable with digital tools. Mobile access and offline capabilities matter for directors who travel frequently.

Understand total cost

Board software pricing varies significantly. Some platforms charge per user, others by organization size or feature tier. Factor in implementation, training, and ongoing support costs beyond the subscription price.

What makes board meetings effective?

Great board meetings share common characteristics that software can support but not replace.

• Clear agendas distributed in advance give directors time to prepare thoughtful contributions. AI-powered platforms can generate agenda suggestions based on previous discussions and outstanding action items.

• Comprehensive pre-read materials ensure informed discussion. Board portals centralize documents so directors access current versions rather than outdated email attachments.

• Focused discussion time requires staying on topic and managing participation. Time-boxed agenda items and facilitation tools help maintain focus.

• Accurate documentation captures decisions, rationale, and assigned actions. AI transcription and automatic minute generation ensure nothing gets lost.

• Consistent follow-through turns decisions into results. Action item tracking with clear ownership and deadlines maintains accountability between meetings.

• Searchable institutional memory preserves context over time. When new directors join or boards revisit past decisions, searchable meeting history provides essential background.

If you're losing track of board decisions and struggling to maintain accountability between meetings, Fellow can help. Fellow turns every board meeting into shared, searchable intelligence so decisions, context, and accountability don't live in silos. Start your free trial →

Frequently asked questions

What is the best software for board meetings?

The best board meeting software depends on your organization's specific needs. For organizations prioritizing AI-powered meeting intelligence and searchable conversation history, Fellow provides the most comprehensive solution with enterprise security. For traditional board portal features like document management and board book creation, Diligent Boards and OnBoard lead the market. Smaller organizations and nonprofits often find BoardPro or Boardable more appropriately scaled and priced.

How do I make board meeting minutes searchable?

Use an AI meeting assistant that automatically transcribes board discussions and creates searchable archives. Fellow, for example, captures meeting audio, generates accurate transcripts, and lets you search across all your board meetings with natural language queries. You can ask questions like "What did we decide about executive compensation in Q3?" and get instant answers from your meeting history rather than manually reviewing past minutes.

What security certifications should board meeting software have?

Enterprise board meeting software should be SOC 2 Type II certified at minimum, demonstrating audited security controls for protecting sensitive data. Organizations in healthcare need HIPAA compliance. Those with European operations require GDPR compliance. Additionally, verify that the vendor does not train AI models on your data, as board discussions often contain material non-public information.

Can board meeting software work for in-person meetings?

Yes. Modern AI meeting assistants like Fellow support multiple capture methods including in-person meetings, hybrid sessions, and virtual meetings across Zoom, Microsoft Teams, and Google Meet. Some platforms offer botless recording options that capture audio without a visible meeting bot, which can be preferable for sensitive board discussions.

How does AI improve board meeting management?

AI transforms board meeting management in several ways: automatic transcription eliminates manual note-taking so all participants can engage fully; AI-generated meeting minutes ensure comprehensive documentation without administrative burden; intelligent search lets directors query past discussions instantly; and automatic action item extraction with owner assignments improves accountability. These capabilities save significant administrative time while improving documentation quality.

What is the difference between a board portal and an AI meeting assistant?

Traditional board portals focus on document management, distributing board packs, managing agendas, and storing meeting materials securely. AI meeting assistants like Fellow go further by capturing the actual meeting conversations, transcribing discussions, generating summaries, extracting action items, and making everything searchable. The most effective approach for modern boards often combines both capabilities.

Transform your board meetings into searchable intelligence

Board meetings contain critical decisions, strategic context, and organizational accountability. Without the right tools, that intelligence disappears into incomplete minutes and fading memories.

Modern board meeting software captures everything, documents it automatically, and makes it searchable. Directors can query past discussions, track decision rationale over time, and maintain accountability between meetings.

Fellow combines AI-powered meeting intelligence with enterprise security to give your board a complete, searchable record of every discussion. SOC 2 Type II certified, HIPAA compliant, and designed for organizations that take governance seriously.

Start your free trial →