at Financial Technnology Year
Please contact them if you have any questions.
Features in Meeting Management Systems
for Investment Committee
Solutions for organizing investment committee meetings, distributing materials securely, recording decisions, and tracking follow-up actions.
We ask vendors to mark their product against our feature list. It is not available for all products and in some cases we have derived data from publicly available sources. The list of features follows. Vendors can add a further 10 key features of their own.
Action Item Tracking and Follow-Up
Helps assign, monitor, and report on follow-up actions from committee meetings.
- Action Item Assignment
- Assign next steps and responsibilities to individuals or groups.
- Action Item Cap
- Maximum number of open action items per meeting supported.
- Audit Logs for Actions
- Maintain a log of updates on all action items for compliance.
- Automated Reminders
- Send email or in-app reminders as action item deadlines approach.
- Commenting on Actions
- Participants can leave comments or updates on actions assigned.
- Completion Reporting
- Generate reports of outstanding and completed action items.
- Due Date Tracking
- Assign and monitor deadlines for action items.
- Progress Status Tracking
- Track the completion status (e.g., not started, in progress, done) of each action.
- Responsibility Reassignment
- Allows transfer or reassignment of tasks if needed.
Collaboration and Communication
Facilitate discussion and exchange among committee members before, during, and after meetings.
- Commenting on Materials
- Inline or sidebar comments directly on shared documents.
- Discussion Threads
- Dedicated discussion channels for agenda items or proposals.
- Email Notifications
- Automated email updates for mentions, assignments, or changes.
- External Guest Messaging
- Allow communication with invited external guests in a controlled fashion.
- Live Chat Cap
- Maximum number of simultaneous chat participants supported.
- Mentions and Alerts
- Notify specific members via @mentions or priority alerts.
- Polls and Surveys
- Lightweight polls for informal feedback before decisions.
- Real-Time Chat
- Instant messaging embedded within the meeting portal.
Compliance and Auditing
Features that ensure meeting processes and records are compliant and auditable.
- Compliance Certification
- Attestation of platform compliance (e.g., SOC 2, ISO 27001).
- Custom Audit Report Generation
- Create filtered or tailored audit reports.
- Data Residency Controls
- Specify geographic location where data is stored for regulatory reasons.
- Full Audit Trail
- Comprehensive activity and access logging for all users.
- Meeting Minutes Archiving
- Permanent storage of meeting minutes, agendas, and resolutions.
- Regulatory Audit Exports
- Generate audit-ready exports on-demand in standard formats.
- Retention Policy Management
- Automate retention and deletion schedules based on internal policies.
- e-Signature Support
- Legally binding electronic signatures for resolutions and approvals.
Integrations and Platform Compatibility
Compatibility with other tools and operating environments used by VC firms.
- API Access
- REST or GraphQL APIs for custom integrations.
- CRM Integration
- Integrate with investment management or CRM platforms.
- Calendar System Integration
- Sync with leading calendar platforms for seamless scheduling.
- Document Management Integration
- Connect to Dropbox, Box, SharePoint, or Google Drive for storage.
- Integration Cap
- Maximum number of third-party integrations supported.
- Mobile Application
- Native apps for iOS and Android for on-the-go access.
- Video Conferencing Integration
- Integrates with Zoom, Teams, or Google Meet for seamless virtual meetings.
- Web Browser Support
- Runs on all modern browsers with full functionality.
Meeting Scheduling and Management
Capabilities to schedule, manage, and organize investment committee meetings efficiently.
- Agenda Creation
- Facilitates the creation and editing of meeting agendas.
- Automated Scheduling
- Automatically finds suitable dates and times for meetings based on participants' availability.
- Calendar Integration
- Syncs with external calendar systems (e.g., Outlook, Google Calendar).
- Dedicated Meeting Links
- Unique video or in-person links for each scheduled meeting.
- Invitation Controls
- Granular control over who can be invited and see meeting details.
- Meeting Templates
- Allows the reuse of predefined agendas, structures, and attendee groups for efficiency.
- Participant Cap
- Maximum number of participants supported per meeting.
- RSVP Tracking
- Tracks attendance confirmations and responses.
- Recurring Meetings
- Supports creation of recurring or series meetings (e.g., weekly/monthly committee meetings).
- Reminders and Notifications
- Automatic reminders and notifications for upcoming meetings.
- Time Zone Support
- Handles participants across multiple time zones.
Reporting and Analytics
Tools to report on participation, outcomes, and efficiency of committee meetings.
- Action Item Completion Metrics
- Measure percentage and average time to complete follow-ups.
- Custom Report Builder
- Build tailored reports for internal or LP needs.
- Dashboard Customization
- Configure analytics dashboards by user or team.
- Data Visualization Tools
- Charts, graphs, and other visual aids for trends and history.
- Decision Analytics
- Analytics on votes, participation, and time to decisions.
- Export to Excel/CSV
- Export all data for advanced external analysis.
- Meeting Attendance Reports
- Generate and export attendance logs over custom periods.
- Reporting Cap
- Maximum number of custom reports that can be created and stored.
Search and Knowledge Management
Tools to help committees quickly find historical records, decisions, and documents.
- Advanced Filtering
- Filter records by participants, topics, or vote outcomes.
- Attachment Search
- Search the text within attached documents when possible.
- Decision Tracking
- Quickly find past decisions by deal, company, or date.
- Full-Text Search
- Search all meeting materials, minutes, and decisions.
- Knowledge Base Integration
- Link or reference materials in a centralized knowledge base.
- Meeting Archive Browser
- Browse archived meetings by year, fund, or theme.
- Tagging and Categorization
- Apply tags or categories to meetings and documents.
Secure Document Distribution
Features related to uploading, sharing, and managing sensitive materials for committee meetings.
- Attachment Size Limit
- Maximum size of attachments/documents supported.
- Audit Trails
- Logging of all document access, downloads, and changes for compliance.
- Batch Uploads
- Upload multiple documents at once for meeting preparation.
- Document Previews
- Preview documents within the platform without download.
- Download Restrictions
- Ability to restrict downloads or printouts of sensitive files.
- Encrypted File Storage
- All documents are stored using encryption both at rest and in transit.
- Expiry of Access
- Set expiration dates for document access.
- Granular Access Controls
- Set who can view, download, and edit specific documents.
- Secure Document Sharing
- Distribute materials with secure links or within a protected portal.
- Version Control
- Track changes and revisions to committee documents.
- Watermarking
- Add individualized watermarks to distributed documents for security and traceability.
Usability and Support
Ensures user-friendly experience for all committee members and reliable support.
- 24/7 Support
- Live support available at any time.
- Accessibility Compliance
- Adherence to accessibility standards (e.g., WCAG).
- Contextual Help
- Tooltip, guides, and FAQs available within the interface.
- Intuitive User Interface
- Modern, easy-to-understand UI for all users.
- Multi-Language Support
- Platform available in multiple languages.
- Onboarding Assistance
- Guided setup or training for efficient adoption.
- Self-Service Knowledge Base
- Extensive online documentation and troubleshooting resources.
- Uptime SLA
- Service-level agreement on uptime guarantee.
User Roles and Permissions
Comprehensive permission settings and role-based access to ensure data security.
- Audit Logs for Permissions Changes
- Records all changes made to roles and permissions.
- Custom User Roles
- Create organization-specific roles as needed.
- Multi-Factor Authentication (MFA)
- Supports MFA for enhanced login security.
- Permission Cap
- Maximum number of distinct user roles supported.
- Privacy Mode
- Hide certain meeting details from non-privileged participants.
- Read-Only Permissions
- Allow specific users to only view (not edit) materials and outcomes.
- Role-Based Access Controls
- Define roles (e.g., chair, member, guest) and their permission sets.
- Single Sign-On (SSO)
- Integrates with corporate SSO solutions for secure login.
- Temporary Access
- Grant time-limited access to external guests or observers.
- User Deactivation/Deletion
- Admins can revoke access instantly.
Voting and Decision Recording
Tools for formal voting, recording, and tracking of investment committee decisions.
- Anonymous Voting
- Maintains anonymity of voters if required for certain decisions.
- Approval Thresholds
- Define criteria for majority or super-majority approval.
- Commenting on Votes
- Allows members to annotate their vote selections.
- Decision Export
- Export voting records and decisions for offline storage or compliance.
- Decision Logging
- Automatically records decisions and outcomes for audit.
- Digital Voting
- Real-time or asynchronous voting on proposals and agenda items.
- Result Notification
- Notifies stakeholders of decision outcomes automatically.
- Voting Deadline
- Set deadlines for vote submission.
- Voting Participant Limit
- Maximum number of active voting participants supported.
- Weighted Voting
- Supports varied voting weights per committee member.