Guests and External Signers

Not everyone your board works with is a member of your organisation. Advisers, auditors, presenters and counterparties can take part through a personal link sent by email. They don't need a Future Boards account or an app, and each link opens only the one thing it was sent for.

Allow guests in your organisation

Guests are allowed by default. An admin can change this:

1. Go to Settings and open the Organisation tab.
2. Under Meetings, turn Allow external guests on or off.

When it is on, hosts can invite people outside your organisation to a single meeting by email.

Invite a guest to a meeting

1. Open the meeting and select the attendee strip below the meeting title to open Attendees.
2. Under Guests, enter the guest's Email and, if you like, their Name (optional).
3. Select Invite guest.

The guest gets an email with a personal link. To send it again, open the guest's options and select Resend invitation. To take it back, select Remove guest, and the link stops working.

What guests see

The guest's link opens a page for that meeting only. It shows:

• The meeting's agenda.
• The papers, once they are published. Guests can download anything they need before the meeting.
• The video room, if the meeting uses in-app video. Guests join from the page and wait for the chair to open the meeting.

Guests are emailed if the meeting is cancelled or moved, and their calendar entry is removed or updated. Their link keeps working. Guest links stay open for a short while after the meeting, then close.

Send a document to an external signer

You can send a document for signature to anyone with an email address, inside or outside your organisation. See E-signatures for how to prepare and send it.

Sign a document as an external signer

If you received a signing request by email:

1. Open the link in the email.
2. Read the Electronic signature consent, tick I agree to use electronic signatures. and select Continue.
3. Select Start to go to the first field.
4. When asked, adopt your signature. You can Draw, Type or Upload it. Select Adopt and Sign. Your signature is reused for every signature field in the document.
5. Use Next field to move through the remaining fields, then select Finish.

After you sign, a confirmation page appears. Once everyone has signed, you are emailed and can download the signed copy. The link in that email keeps working, so you can download the signed PDF whenever you need it.

If you don't want to sign, select Decline to sign, add a short Reason and confirm. The sender is notified.

A few other messages you may see:

• It's not your turn yet means the document is signed in order. We email you when it is your turn.
• This signing link has expired means the document expired before you signed. Contact the sender for a fresh link.
• This signing link has been voided means the sender cancelled the document.

Contribute a paper or answer a question

Some organisations ask people outside Future Boards to write board papers or answer directors' questions. These tools are turned on per organisation. If you don't see them, contact Future Boards support.

• Paper contributors receive a link to upload their paper. Select Upload paper and choose one file. PDF or Word works best. You can select Replace paper until the paper is accepted.
• Paper owners can be sent a link when a director asks a question about their paper. Write Your answer and select Send answer. Answer links stay open for 30 days.

To prepare papers for a meeting, see Board papers.