Lack of file availability, time delays in updating, and overly complicated operations continue costing leadership teams time and credibility.
PwC surveyed 1,320 directors worldwide and found that 67% did not believe that their board was effectively using technology, and almost one out of three directors did not receive board materials in time. That does not leave much space for rational debate or effective action.
Board of trustees software helps address this problem by managing board work in a single, safe location, thus eliminating time-consuming manual processes.
Check out our comparison of board management software to make an informed decision based on your board’s requirements and the questions you should ask before committing.
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| Key features |
Secure file sharing, agenda management, e-signatures, online board books, and real-time voting |
Workflow automation, permission management, and compliance tools |
Policy control, risk and audit management, reporting |
Dynamic meeting agendas, document management, voting, Zoom integration |
Task manager, board meetings templates, discussion threads, document centre |
Digital board packs, real-time collaboration, and offline access to board documents |
| Best for |
Nonprofits, public sector boards, and education |
Hospital boards, NGOs, and universities |
Enterprise and regulated boards |
Mid-size and large nonprofit boards |
Small to mid-size nonprofit organisations |
Public and nonprofit institutions |
| Pros |
Clean interface, compliance-focused |
Strong user support, governance-ready features |
Highly configurable, security-led design |
Modern interface, integration with video tools |
Easy-to-use, collaborative features |
Sync with mobile devices, security compliance |
| Cons |
Limited integrations |
Dated UI |
Steep learning curve |
Feature-rich plans are costly |
Limited analytics |
Less flexible UI |
| Pricing |
Custom pricing |
From $97/user/month |
Custom pricing |
From $12,000/year |
From $79/user/month |
From $250/month |
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Details
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What is board of trustees software?
Board of trustees software is a secure digital platform designed to manage board processes at scale. For board directors, it centralizes critical functions such as agenda planning, document distribution, decision tracking, compliance and risk management into one protected environment.
For example, public school boards often use it to track votes and publish meeting minutes, while nonprofit trustees use it to keep donor information and strategic planning protected yet accessible. Beyond useful features and tools, it helps boards to make governance more manageable.
Ultimately, collaborative software for the board of trustees reduces operational inefficiencies, saves time on administrative tasks, and improves coordination across all board meeting processes.
What should trustees look for in board portal software?
Here’s what matters most when choosing the right board of trustees meeting software.
Security and compliance
When trustee boards manage donor financials, student records, and internal HR matters, the trustee board software must have these capabilities:
- Encryption during file sharing and storage
- Role-based access controls
- Regulatory compliance
- Activity logs and audit trails
Pro tip: Boards in education or healthcare should also be compliant with the Family Educational Rights and Privacy Act (FERPA) and General Data Protection Regulation (GDPR).
Agenda and board meeting management
A structured meeting arrangement improves board communication, productivity and accountability.
Look for board meeting software that supports:
- Agenda building with attachments and time limits
- Automated distribution and reminders
- Integration with calendars and collaboration tools
- Support for minute-taking and task management
Document sharing and E-signatures
Reliable document workflows are essential. Key features include:
- Centralized document repository
- Real-time annotations and collaborative editing
- Version control
- Built-in, legally binding e-signatures
Voting and resolution tracking
Boards need reliable instruments for documenting decisions, particularly when they come under audit or public scrutiny.
An effective board portal for trustees enables:
- Real-time voting
- Flexible access rules for voting participants
- Anonymous or named ballot settings
- Exportable results with full timestamp history
Accessibility and user experience
The platform must be accessible to all trustees, since intuitive interfaces simplify adoption, regardless of their technical skills.
Key criteria of software for trustees include:
- Responsive design for desktop and mobile
- Customizable views by user role
- Compatibility with already used software and systems
- Clear workflows and minimal training requirements.
How to choose the best board of trustees meeting software
Even within the same sector, no two boards operate the same way. That means a board of trustees software needs to match your rhythm, not the other way around.
Let’s explore essential steps in making an informed decision.
Step 1. Define the needs of your board
Before requesting demos, clarify these aspects:
- How often do you meet? Virtually or in person?
- Do you operate committees with independent access needs?
- Are there public disclosure requirements for agendas or decisions?
- Is long-term archiving a compliance requirement?
Tip: If your board governs multiple organizations or is subject to open-record laws, make sure the platform supports layered access and reporting.
Step 2. Weigh price against support and uptime
Price tags alone don’t reflect value. What matters more is how the platform performs under pressure during audits, transitions, or board leadership changes.
Use this checklist to evaluate the total value of trustee board software:
- Is pricing transparent: per user, per feature, or flat rate?
- Are sector-specific discounts available?
- What level of onboarding or board administrators’ support is included?
- How responsive is the vendor when something goes wrong?
Step 3. Test by requesting a demo
Conduct internal trials and observe how easily board members and administrators use the tool:
- Can trustees complete core actions with minimal guidance?
- Does onboarding require formal training, or is it intuitive?
- Is the interface equally usable across devices and roles?
Tip: If board members still default to email or spreadsheets, the trustee board software hasn’t delivered on its promise.
Step 4. Review data governance and legal requirements
Failure to align platform capabilities with governance requirements can create costly consequences. Ensure the platform’s data governance capabilities align with your legal and operational standards:
- Does it support regional data hosting or localization rules?
- Can you set automated retention and deletion schedules?
- Is integration with compliance systems possible?
Step 5. Plan for scalability and organizational change
Scalable software supports governance continuity through organizational change, expanded committees, and shifting mandates. Consider:
- Can new roles, users, or entities be added without disruption?
- Will the platform support future integration with other systems?
- Does the vendor’s roadmap align with changes in board governance?
Key takeaways
As regulatory scrutiny grows and stakeholder expectations rise, boards must ensure their systems can deliver accuracy, accountability, and long-term continuity.
Use our comparison table to identify a board portal solution that aligns with your governance model and organizational requirements.
Don’t forget to examine how well each provider maps to your board’s formats. Then, check if the board of trustees software supports remote access, audit trails, granular permissions, and sector-specific compliance.
Avoid evaluating software in isolation. Ask providers to demonstrate how their system performs under realistic conditions.
We encourage you to request a tailored product demo that reflects your real board operations, from agenda creation to resolution tracking.
FAQ
What makes trustee software different?
Trustee software includes functions designed for boards with fiduciary and compliance responsibilities. These typically include audit logs, voting records, and regulatory support features found in basic collaboration apps. It also helps to schedule meetings more efficiently.
Is it secure for sensitive board matters?
Yes, board of trustees meeting software meets high security standards and includes access controls, data encryption, and third-party audits to protect confidential and sensitive materials.
Can nonprofit and public sector boards use it?
Yes. Many platforms are designed specifically for the public and nonprofit sectors. They include tools to manage donor privacy, open meeting requirements, and public accountability standards.