Scope of Services – User Perspective

Meeting management is the basic functionality of Fabasoft Boards. In addition, you can also obtain a license for the proposal management solution.

The home dashboard provides the end user with a point of access to the system. As soon the corresponding rights are assigned to a user, the “Meeting Management” or “Proposal Management”, “Worklist” and “Personal Folder” widgets appear for this user with the associated option to create team rooms for users within the company or organization. These widgets allow users to exchange documents securely and makes documents completely traceable. If a user’s rights are revoked, the corresponding widgets are no longer available.

Meeting Management

When end users click on the “Meeting Management” widget, their personal meeting management dashboard appears.

Below is a list of the functions available there to end users.

Use case	Description
Meetings	The meetings function enables users to manage digital meetings in a structured way and set the agenda (agenda items).
Committees	Committees are used to sort meetings and assign them to the relevant organizations. Access management is also ensured at committee level.
Tasks	You can create tasks from the meetings and assign them to meeting participants. The tasks are displayed in the worklist.
Task creation from minutes & resolution	AI-Function Based on the minutes and resolutions recorded in the agenda items during the meeting, the integrated artificial intelligence automatically analyzes the content. The system identifies relevant resolutions as well as action items and directly generates specific recommendations for action or task suggestions, including assignment.
Agenda items	Agenda items are used to structure a meeting. Various settings and metadata can be defined within this object.
Businesses	For legislative committees, businesses serve as a central entity. A business bundles all related processes, documents and agenda items throughout their entire life cycle.
Calendar	The calendar provides a visual overview of when meetings are scheduled. The color of the entries indicates the meeting status. Yellow = In preparation Blue = Preparation completed Green = In progress Gray = Completed
Create meeting	You can create one-off or recurring meetings. You can define the frequency for recurring meetings as Daily, Weekly, Monthly or Yearly.
Prepare meeting	The meeting preparation function can be used to organize all the details of a meeting before inviting participants.
Hold meeting	In order to make a meeting as efficient as possible, the minute taker or the meeting chair can record who is present after starting the meeting, start the timer for the respective agenda items, start votes, create tasks and write the minutes directly on the agenda items.
Close meeting	Once you have finished discussing all the items on the agenda, you can close the meeting and draw up full minutes. These full minutes contain all the important meeting metadata as well as the individual minutes for the various agenda items.
Attendance Evaluation & Export Function	Precise recording of meeting attendance in hours. Committee chairs can generate a detailed attendance evaluation for the participants of their committee via a new use case in the committee menu. The report can be generated for a selected date range or period. It lists participants and meetings and can be downloaded directly as an Excel file containing total fields for each participant, facilitating further processing and payout of meeting fees.

Businesses & Motions

For legislative and complex committee processes, the "Business" entity bundles the entire life cycle of political and organizational procedures:

Use case	Description
Central Businesses Widget	Dashboard tile for a comprehensive overview of all ongoing businesses across all authorized committees.
Motion Management	Direct recording and submission of motions by committee members, including a permanent status history ("Open" / "Accepted"). Conversion of motions into formal businesses.
Comprehensive Life Cycle Tracking	A business bundles all agenda items, documents, motions, and resolutions over years. Automatic calculation of the procedural status (Submitted, Pending, Completed) and recording of comprehensive metadata (business number, lead unit/department).

Public Authority Administration

The integrated person register enables seamless management of individuals and committee memberships, particularly for municipalities and public law entities:

Use case	Description
Central Person Register	Clear management of all contacts and persons directly on the dashboard.
Historized Memberships	Time-accurate mapping of committee members (from/to) including the history of all involved businesses and functions.
eCH-Compliant Metadata	Full support for public data standards (salutation, name, date of birth, address, contact details) with automatic synchronization.

Proposal Management

When end users click on the “Proposal Management” widget, their personal proposal management dashboard appears.