Smart-Board.aiSmart-Board.ai — complete plain-text reference
Every plain-text page in one script-free document, so a single address covers the whole public site. Board governance software for UK small and mid-sized companies, charities and their committees, supplied by SMART-BOARD.AI LTD.
Contents
- Overview
- Board portal software
- Who it's for
- Product showcase
- Pricing
- Free trial
- Security & governance
- Frequently asked questions
- Support & contact
Smart-Board.ai overview
Board governance software — a board portal — for UK small and mid-sized companies, charities and their committees. Agendas, board packs, minutes, decisions and actions in one auditable workspace.
What it is
Smart-Board.ai is a board portal supplied by SMART-BOARD.AI LTD, registered in England & Wales. Company secretaries, chairs, executive and non-executive directors, trustees and advisers use it to run the full meeting cycle: build the agenda, attach the papers, publish the agenda, assemble and approve the board pack, circulate it, take the minutes, and track the decisions and actions that come out of the meeting.
What it replaces
It replaces board papers sent by email and stored on shared drives. Those leave no reliable record. Smart-Board.ai produces one approved, versioned board pack per meeting, shows who has opened it, keeps annotations and questions with the paper rather than in inboxes, and tracks every decision and action to closure. A pack can only be circulated once a chair or company secretary has approved it.
What it does
Meetings and agendas
- Agenda builder with company and trustee templates, including declarations of interest.
- Presenter and timing on every item, so meetings keep to time.
- Papers attached directly to the agenda item they belong to.
- The agenda is published as a formatted PDF in the organisation's own name.
Board packs
- One collated PDF per meeting, built from the agenda: branded cover in the company or charity's name, contents page, board contact list, and every paper behind its own divider.
- Lifecycle of draft, submitted for review, approved, then circulated — with chair or company secretary approval required before circulation.
- Versioned, so a re-issue is visible.
- Read receipts showing who has opened the pack.
- Secure in-app PDF reader with private notes and shared questions that the whole board can see and answer.
Minutes, decisions and actions
- Minutes are upload-first: the board uploads its own PDF minutes in whatever format it uses, and the system keeps revisions through draft, out for review and approved.
- Decisions and actions arising are tracked as separate structured registers and can be appended to the minutes as an annexe.
- Actions carry an owner, priority, due date, discussion and the meeting they came from, and are chased by email until they close.
- Each person chooses their own reminder cadence: immediately, daily, weekly, monthly or never. It is a digest of overdue actions and actions due within three days, not intra-day nagging.
AI board-readiness review
An optional, per-document AI review scores an uploaded paper for board-level quality and returns recommendations. Papers stay in the customer's own workspace; the text of the reviewed paper is sent to the AI provider solely to produce the score, is not used to train any model, and the resulting score is visible only to people who can already see that paper.
Several boards, several organisations
Sitting on more than one board is the norm. Members see all of their boards grouped by company, and their notifications, actions, meetings and board packs are consolidated across every membership. Access is enforced per board, so nobody sees a company or board they are not a member of.
Commercial summary
- One subscription per organisation. Unlimited meetings, committees, board packs and storage on every plan.
- Plans: £100 per month up to 5 seats, £180 per month up to 15 seats, £350 per month up to 50 seats. Over 50 seats is priced individually. Prices in GBP, excluding VAT.
- Six months free on the full Enterprise feature set, no card required.
- Payments processed by Paddle as merchant of record; VAT handled at checkout; 30-day money-back guarantee.
Board portal software for UK small businesses and charities
A board portal built for small UK boards and charity trustee boards: one secure place for agendas, board packs, minutes, decisions and actions.
What a board portal is
A board portal is the system a board uses instead of email and shared drives: it holds the meeting calendar, the agenda, the papers, the approved board pack, the minutes and the register of decisions and actions, with controlled access and a record of who saw and did what. Smart-Board.ai is a board portal aimed at boards that fall between a spreadsheet and a six-figure enterprise platform.
Why small boards choose it
- Seat-based plans from £100 per month, in GBP, with VAT handled at checkout.
- No implementation fee, no consultant and no training programme.
- Governance roles that match UK practice: chair, company secretary, executive director, non-executive director, adviser.
- Trustee packs and company packs carry the client organisation's own name, not the software vendor's.
- Support and correspondence from a UK company, in GBP.
- Sub-committee support for audit, remuneration and finance committees, with access enforced per committee.
What is in scope
- Meeting scheduling, agenda building from templates, and published agenda PDFs.
- Board pack assembly, approval, circulation, versioning and read receipts.
- Secure PDF reading with private notes and shared board questions.
- Upload-first minutes with revision history and approval states.
- Registers of decisions and actions arising, with email chasing.
- Role-based access control, two-factor authentication and an immutable audit trail.
- Optional AI board-readiness scoring of individual papers.
What is out of scope
If you are a listed company with a full company secretariat and a formal board evaluation programme, you need something heavier. Smart-Board.ai does not attempt to be that platform.
Getting started
Sign up with an email address and a password — no card, no sales call and no procurement form. Directors, non-executive directors and trustees are then invited by email and set their own password and optional two-factor authentication. Every invitation must be accepted by the person invited; nobody is added to a board without agreeing.
Who Smart-Board.ai is for
Two core sectors: UK small and mid-sized companies, and charities with trustee boards. Plus the non-executive directors and advisers who serve several of them.
Companies and non-executive directors
- UK private and family-owned companies, typically small and mid-sized, with or without a dedicated company secretary.
- Groups with subsidiary boards and sub-committees for audit, remuneration and finance.
- One auditable record of every decision, paper and approval.
- Board packs prepared in a fraction of the time, built from the agenda itself.
- Evidence that directors' duties under the Companies Act 2006 are being met.
- Non-executive directors who sit on several boards see everything consolidated in one place, grouped by company.
Charities and trustee boards
- Charities, trusts and their boards of trustees get the same agenda, board pack, minutes and action tracking as company boards.
- Sub-committee support for finance, audit and remuneration committees.
- Sensitive papers — safeguarding, HR, reserves — restricted to the right people.
- Role-based access so co-opted members, staff, auditors and advisers see only the boards and committees they sit on.
Who it is not for
Listed companies with a company secretariat and a board evaluation programme need a heavier platform. Smart-Board.ai is for the boards between a spreadsheet and a six-figure platform.
Where the organisation's identity appears
Agendas, board packs, papers, generated PDFs and emails to a client's board carry that organisation's own name. References to Smart-Board.ai are discreet.
Product showcase, described
A written walk-through of the five main screens. The designed page shows the same screens as annotated screenshots.
1. Dashboard
Upcoming meetings, the boards you sit on and open actions at a glance, so a director knows what needs their attention in seconds. The dashboard is consolidated across every company and committee the person belongs to. Counters at the top show active boards, meetings coming up, open actions and anything overdue. Below them, the next meetings and the boards you sit on sit side by side, with the actions needing chasing underneath. Overdue actions are called out separately rather than buried in a list, and every row opens the meeting, board or action in one click.
2. Meeting agenda
Timed agenda items built from a board or trustee template, each with its paper attached directly to the item. Templates include declarations of interest. Every item carries a presenter and a duration so meetings keep to time. Once complete, the agenda is published as a formatted PDF in the organisation's own name and filed with the meeting.
3. Board pack reader
One collated PDF per meeting, with private notes and shared comments alongside the page, so questions land before the meeting rather than during it. The pack is built from the agenda: a branded cover in the company or charity's name, a contents page, a board contact list, and every paper behind its own divider. It is versioned, submitted for approval by the chair or company secretary, then circulated — a workflow, not an email attachment. The pack records who has opened it.
4. Actions
Every action has an owner, a priority, a due date and the meeting it came from, and is chased by email until it closes. Actions can be raised in a meeting, taken straight from the minutes, or added on their own. Reminder emails follow each person's own schedule — immediately, daily, weekly, monthly or not at all — so nothing quietly falls off the list between meetings.
5. Audit trail
An immutable record of who did what and when, exportable when an investor, funder or auditor asks. Packs published, minutes approved, members added, permissions changed, documents uploaded: every governance event is written to a write-once record with the person, the record and the timestamp. History cannot be edited or deleted.
Pricing
One subscription per organisation. Unlimited meetings, committees, board packs and storage on every plan. Prices in GBP, excluding VAT.
Plans
| Plan | Price per month | Seats included |
|---|---|---|
| Executive Entry | £100 | Up to 5 |
| Executive Professional | £180 | Up to 15 |
| Executive Enterprise | £350 | Up to 50 |
| Above 50 seats | Priced individually | Contact us |
Larger plans carry a lower cost per seat, so the price per person falls as the board and its committees grow. Annual billing is available.
How seats work
- Every person with a login uses one seat — directors, trustees, the company secretary, advisers and staff alike.
- Each person only sees the boards and committees they are a member of.
- If a downgrade would leave you over the seat limit, the change is blocked rather than cutting people off silently, and the number of seats in use is shown so you can remove a member or pick the plan that fits.
Several organisations
Each company or charity is a separate customer with its own subscription, plan, seats, invoices and renewal date. A person who serves several organisations keeps one login and sees all of their boards grouped by company.
Billing, VAT and refunds
- Payments are processed by Paddle, who act as merchant of record and handle VAT at checkout. VAT invoices are available in the workspace.
- Plans can be upgraded or downgraded from within the workspace; changes are pro-rated.
- Subscriptions can be cancelled from the workspace. Cancellation runs to the end of the paid period.
- A 30-day money-back guarantee applies.
- Every fifth year is free as a loyalty benefit for continuously subscribed organisations.
Before you pay
New organisations get six months free on the full Enterprise feature set with no card required. See the free trial page.
Free trial
Six months free on the full Executive Enterprise feature set. No card required, no sales call, no automatic charge.
What you get
- Every feature unlocked, including AI board-paper review.
- Up to 50 people with a login during the trial, matching the Enterprise seat allowance.
- The whole product: build the agenda, publish the board pack, take the minutes, assign the actions.
- A direct line to the team — feedback during beta shapes the roadmap.
How it starts
An email address and a password. No card, no sales call and no procurement form. You become the owner and administrator of your organisation's workspace. Directors, non-executive directors and trustees are then sent a secure invitation, and each sets their own password and optional two-factor authentication. Every invitation must be accepted by the person invited.
What happens at the end
- You choose a plan, or you do nothing.
- If you do nothing, the workspace becomes read-only: every paper, minute and action stays reachable, publishing stops, and nothing is deleted.
- There is no automatic charge, because no card was taken. There is nothing to cancel.
- If you subscribe later, the workspace unlocks exactly as you left it — no migration and no re-upload.
Founding boards
A limited founding-boards programme offers a longer free period and a loyalty discount to early organisations, in exchange for honest feedback and — only if you are happy — a short reference. Enquiries: hello@smart-board.ai.
Security and governance
Access rules are enforced on the server, on every request — not hidden in the interface.
Access control
- Row-level security in the database decides what each request may read or write, so access cannot be bypassed by calling the data directly.
- Board-level roles (chair, company secretary, executive director, non-executive director, adviser) are separated from system-level administration.
- People see only the organisations, boards and committees they are a member of.
- Two-factor authentication is available for every account, with backup codes.
- Password rules require at least ten characters with upper and lower case, a number and a special character.
Documents
- Board documents, packs and minutes are stored privately, not on public links.
- Files are opened through expiring secure links generated per request for people who already have access to that board or meeting.
- Board packs cannot be circulated before a chair or company secretary approves them, and unapproved drafts are not visible to ordinary members.
- Packs are versioned, and read receipts record who opened which version.
Audit trail
Every governance event — packs published, minutes approved, members added, permissions changed, documents uploaded, comments made — is written to a write-once record with the person, the record and the timestamp. The trail cannot be edited or deleted, and can be exported when a lender, investor, funder or auditor asks how a decision was reached.
Confidentiality between customers
Membership of the platform is confidential: there is no public or searchable directory of people or organisations, and nobody can look up whether a person has an account. Contact details are visible only to people who serve on the same board or attend the same meeting.
Hosting and data location
Data is processed in the UK and EU region of our hosting provider. The contracting party is SMART-BOARD.AI LTD, registered in England & Wales.
AI features
The AI board-readiness review is optional and runs per document. Papers stay in the customer's workspace; the text of a reviewed paper is sent to our AI provider solely to produce the score and recommendations, and it is not used to train any AI model. Nothing is shared with other customers, and the resulting score is visible only to people who can already see that paper. AI output is guidance for the board, not professional advice.
Notifications and invitations are sent from the smart-board.ai domain with authenticated sending records, carry the recipient organisation's name, and state plainly why they were received so they can be distinguished from phishing.
Frequently asked questions
The same answers as the designed FAQ page, in plain text.
What is Smart-Board.ai?
Smart-Board.ai is board governance software — a board portal — for UK small and mid-sized companies, charities and their committees. It holds meeting agendas, board packs, minutes, decisions and actions in one place, with a full audit trail of who published, approved, opened and downloaded what.
How much does board portal software cost in the UK?
Smart-Board.ai costs £100 per month for up to 5 seats, £180 per month for up to 15 seats and £350 per month for up to 50 seats, in GBP excluding VAT, with one subscription per organisation and unlimited meetings, committees, board packs and storage on every plan. Above 50 seats is priced individually.
Is there a free trial, and will I be charged automatically?
Yes. You get six months free on the full Enterprise feature set, with no card required and no automatic charge when the trial ends. If you decide not to subscribe, your workspace becomes read-only rather than being deleted, so your board records are preserved.
Is it suitable for a charity board or board of trustees?
Yes. Charities and trusts are one of our two core sectors. Trustee boards get the same agenda, board pack, minutes and action tracking as company boards, plus sub-committee support for finance, audit and remuneration committees, and role-based access so co-opted members only see the boards and committees they sit on.
What is the difference between this and running board meetings on email and shared drives?
Email and shared drives leave no reliable record. Smart-Board.ai produces one approved, versioned board pack per meeting, shows who has opened it, keeps annotations and questions with the paper rather than in inboxes, and tracks every decision and action to closure. Papers can only be circulated once a chair or secretary approves them.
How are board packs approved and circulated?
A pack moves through draft, submitted for review, approved and circulated. The secretary or administrator assembles and submits it, an approver (typically the chair or company secretary) reviews and approves it, and circulation notifies board members by email and in-app. Every step is written to the audit trail, and packs are versioned so a re-issue is visible.
How do minutes work?
Minutes are upload-first: you upload the board's own PDF minutes in whatever format the board uses, and Smart-Board.ai keeps revisions and moves them through draft, out for review and approved. Decisions and actions arising are tracked as separate structured registers and can be appended to the minutes as an annexe.
How are actions chased?
Actions have an owner and a due date, and owners receive an email digest of overdue actions and actions due within three days. Each person chooses their own cadence: daily, weekly, monthly or never. It is a digest, not intra-day nagging.
Can one person sit on boards at several different companies?
Yes. Non-executive directors and trustees who serve several organisations see all of their boards grouped by company, and their notifications, actions, meetings and board packs are consolidated across every membership. Access is enforced per board, so nobody sees a company or board they are not a member of.
How secure is it, and where is data held?
Access is role-based and enforced at the database level, two-factor authentication is available for every account, board documents are stored privately and opened through expiring secure links, and every view, download, approval and comment is recorded in an audit trail. Data is processed in the UK and EU region of our hosting provider.
Who do I buy from, and how is payment taken?
Your contract is with SMART-BOARD.AI LTD, registered in England & Wales. Payments are processed by Paddle, who act as merchant of record and handle VAT at checkout. A 30-day money-back guarantee applies.
What does the AI board-readiness score mean?
It is an optional review of a single paper that scores it against board-level quality dimensions — clarity of the decision asked for, evidence, options, risk and financial impact — and returns specific recommendations. It is guidance to improve a paper before circulation, not professional advice and not a substitute for the board's judgement.
What happens to our board papers when the AI review runs?
Papers stay in your own workspace. When a review runs, the text of that paper is sent to our AI provider solely to produce the score and recommendations, and it is not used to train any AI model. Nothing is shared with other customers, the review is optional and per-document, and the resulting score is visible only to people who can already see that paper.
Do you sell or share who uses the platform?
No. Membership is confidential. There is no public directory of organisations or people, and nobody can look up whether a person has an account.
Support and contact
Help guides in the app, an assistant that answers from those guides, and a UK team that replies to every request within one working day.
How help works
- A help panel inside the workspace holds written guides for each part of the product.
- An assistant answers questions using only those guides, and suggests related questions rather than inventing answers.
- If that does not resolve it, you raise a support ticket from the same panel. It captures the page you were on, an optional screenshot and your contact details.
- Tickets go to the UK support team and are answered by email, with the conversation kept against the ticket.
Contact
- Account and technical help: support@smart-board.ai
- General enquiries, founding-boards programme and press: hello@smart-board.ai
- Supplier: SMART-BOARD.AI LTD, registered in England & Wales.
Terms
Terms of business, refund terms and the privacy notice are published at smart-board.ai/terms.