Help centre / Meetings & minutes / Schedule your first board meeting
Schedule your first board meeting
Go to Meetings and select New meeting. Give the meeting a title, pick its type and chair, choose how people will join, and set the date. Once it's created, open it and use Send notice to email everyone the details with a calendar invite.
Create the meeting
- Go to Meetings and select New meeting.
- Give it a title. For example: Trustee meeting, September 2026.
- Pick the Type. Board and general meetings are structured, so quorum and formal decisions apply. Council and committee meetings are open, with no quorum check.
- Pick the Chair if you know who it will be. You can change this later.
- Under How will people join?, pick an option. Choose CharityControl video (included) and we set up a private video room for you. In person lets you add a location, such as the village hall. Or paste a link for Zoom, Microsoft Teams or Google Meet.
- Choose Fixed date and set the date and time. Not sure when everyone is free? Use Propose slots to vote instead. See find a date everyone can make.
- Select Create meeting.
Send the notice
Creating the meeting doesn't email anyone, so you can take your time getting it right. When you're ready, open the meeting and select Send notice. That emails the formal notice to the right people for that meeting type, with a calendar invite attached.
If the date gives less notice than your rules allow (an AGM needs 21 clear days, for example), we tell you so when you send, so you can decide what to do. If someone on your register has no email address yet, we tell you plainly instead of quietly skipping them.
Common questions
I got the date wrong. Open the meeting and use the pencil icon next to the title to edit the date, chair or joining details. Then send the notice again.
Can I delete a meeting? Yes, while it's still scheduled with nothing recorded against it. Once a meeting has run, it's part of your charity's record, so you cancel or archive it instead. Either way the full record is kept.