Agenda and documents: prepare meetings professionally
Walk into the next session already briefed: agenda, docs, open items.
Board meeting · Q2
Tue, 12 Mar 2026 · 2:00-4:00 pm
- 1
Welcome and attendance
Quorum and agenda
MKM. Keller15 minLast_minutes.pdf - 2
Finance review Q1
Budget status and outlook
RLR. Lauper25 minBudget_Q1.pdf - 3
Digital project status
GuestMilestones and risks
SVS. Vogel20 min
What you get
Agenda ready faster
Build the agenda from templates and open follow-ups, not from scratch.
Documents in the right place
Attach packs to agenda items instead of scattering attachments by email.
Everyone works on one version
No more competing Word files for the same invitation.
Guided and fast
Open items, documents, templates or AI: a professional agenda in minutes.
Agenda builder
Per item: owners, duration, guests and linked documents.
Always the latest version
Document updates land in HeyEla, not in endless email threads.
In detail
Because AI can accelerate this process dramatically
Meeting preparation builds the agenda in one place: upload a list, pull open action items or draft with AI. You attach documents per agenda item and send the invitation.
In seconds you have a professional agenda. You can also define templates so you do not start from scratch every time. Attach further meeting documents directly to individual agenda items. Invite guests with access only to their item; they can even upload their own documents for that item. In the agenda builder you see owners, who speaks, duration, short description, guests and documents at a glance.
Then send the calendar invite and the information invite with all attachments. Shortly before the meeting, upload a new document version if needed: no email chaos with competing versions, HeyEla always keeps the latest one. Participants then open Pre-Read and prepare there.
Especially when open items and documents are already in HeyEla, you can assemble and send a professional agenda within minutes. That is why we built guided meeting preparation.
Who it’s for
Built for the people who run the meeting
Corporate secretariat
Builds the agenda from templates, attaches documents directly and distributes the invitation - all in one place.
Chair
Assembles the agenda content and carries over open items and topics from earlier meetings.
Executive management
Delivers reports and proposals straight into the right agenda item instead of email attachments.
From the field
“With several mandates I finally always know when the next meeting is due. Four weeks ahead I put the agenda together in no time and send it out.”
Frequently asked questions
Can agenda items include documents?
Yes. Attach documents directly to individual agenda items. Guests can also bring documents for their item.
Can I use agenda templates?
Yes. Define one or more templates instead of starting with AI or uploading a list every time.
How do participants get the materials?
Through the calendar invite and information invite with attachments, and through Pre-Read, which builds on preparation in HeyEla.
How do I create an agenda for a board meeting?
From a template or the previous meeting: create agenda items, assign owners and timings, attach documents per item - HeyEla distributes the invitation to participants.
Can AI help with preparation?
Yes. Based on earlier meetings, open items and your templates, HeyEla suggests agenda items and structure - control stays with the secretariat and the chair.
Explore more
From the blog
15 October 2026
The annual plan of the board: meetings, mandatory topics and deadlines across four quarters
How a board plans its meeting year: dates, recurring agenda items such as budget, annual accounts and general meeting, and how they turn into the agenda.
25 September 2026
Preparing board meetings: invitation, agenda and pre-read
What belongs in an invitation to a board meeting, how an agenda comes together and why a pre-read is more than a pile of attachments. With a sample agenda and a checklist for the board secretary.
Related features
Related use cases
Next step
See HeyEla with your use case
A focused 45-minute demo with your board workflow in mind, or estimate the business case in about 90 seconds.