Board Meeting Document Distribution System
A done-for-you everyday business automation built for the Corporate Secretary, connecting Twilio and DocuSign so the work below happens on its own.
What this automation does, step by step
Once the board meeting agenda is finalized in Google Docs, the workflow assembles the full packet, financial statements, prior minutes, and supporting exhibits, into a single bookmarked PDF and distributes it automatically to every board member's email along with a secure DocuSign link for anything requiring a signature ahead of the meeting.
Each board member's access is logged so the corporate secretary can confirm who has actually opened the packet, and anyone who hasn't viewed it within forty-eight hours of the meeting gets an automatic reminder text through Twilio.
After the meeting, signed minutes route back through the same DocuSign workflow for the required signatures and are archived automatically in a permissions-locked Google Drive folder.
What used to take a full day of manual formatting and chasing signatures now runs itself in the background.
- Zapier
- Google Docs
- DocuSign
- Twilio (SMS)
- Google Drive
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left unautomated, a corporate secretary spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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