Best Nonprofit Board Management Software Providers
What is board portal software?
Board portal software is a safe digital management system that optimizes board governance operations and communication within an organization. The platform unifies outdated systems such as email chains, printed board packs, and scattered board papers into a centralized space.
As more businesses see the benefits of digital governance, the board portal sector is growing at 20.15% annually. In particular, it was valued at $6.01 billion in 2023 and is expected to reach $22.17 billion by 2030. It’s no surprise that more organizations increasingly adopt board portals to simplify workflows and advance the nonprofit mission.
With tools for document management, agenda automation, secure messaging, and e-voting, board portals help board administrators run smoother, faster, and more secure meetings. Many even integrate with video conferencing, making remote board processes smoother.
The infographics below illustrate the key capabilities and benefits of board software.
How board of directors software helps board members for nonprofit
You might have picked the solution custom fit for the business as a whole, but how can the individual board members in the nonprofit sector benefit from the new solution introduced into the business? Nonprofits face many challenges, such as limited budgets, the need for transparency, and regulatory compliance for upholding tax-exempt status. What are the main areas that it will improve?
Board document management
- Data access. All the documentation related to the board meeting can be accessed from within the virtual environment. This includes files like board packs, agendas, meeting minutes, presentations, and many other files that support the board meeting or the operational capacities of the company.
Confidential information needs to be stored securely in central location, and board portals for nonprofits are equipped with additional security measures that achieve that. By looking into the documents themselves, the board members can better manage other events happening in the space. If they know what is missing, and what needs to be worked on, they can easily note that down in the virtual environment. - File management. Everything that is fed into the nonprofit board portal space also needs to be properly managed for future grant applications and audits. With the help of the board management tools, you can put in the documents inconvenient structures, add comments, make changes, and notify the most important people about those alterations.
With the increasing amount of information being brought into the board portal software space, the vendors of board management software came up with a variety of options that help with the organizational needs of that kind of documentation. - Attention management. The board of directors software can also retain the attention of board members. Through voting, the ability to see the presentation someone is giving during the meeting on their own devices, and chatting with other members about the current events in the company, nonprofit board management software helps the participants be attentive in their board-related activities.
This also means that any meetings scheduled in the future will pop up as a notification on the devices of the members of the board, as well as any other changes made to the documentation. All of the members are constantly in the loop about any events happening in the space. - Permission control. Nonprofits frequently collaborate with external stakeholders, such as donors, auditors, and legal advisors, who may require access to certain files. The secure board portal for nonprofits with all of those confidential documents cannot be accessed by anyone without clearance. The board members need to make sure that none of the files they upload will leak, and that every action taken inside the online file repository is safe.
Through permission control, the host of the meeting can grant and restrict access to the most sensitive files, and allow for better overall control of the data points that help the company grow. The host can also archive files and schedule the deletion of those that will no longer be useful. - Cost-efficiency. Charitable organizations need a cost-effective solution. With the use of scheduling tools, data management templates, and many other workflow-enabling features, the nonprofit board management software not only saves the precious time of board members but also results in cost-effective strategies being implemented.
The better the communication inside the company, the more aligned people are on the discussed topic, and the more ideas will be put into motion. With the help of a communication-enhancing tool in the form of board management software, it is much easier to make a difference in the future of a company. That kind of change usually increases profitability.
Board meeting management
After concluding your board portal features comparison, we can take a look at the main pros a boardroom software-assisted meeting has over a traditionally conducted meeting.
The infographic below highlights the key differences between using nonprofit board management software and managing board operations without it.
With board meeting software
- Easy board administration. The board management is optimized, and people can be invited into the space with a click of a button. Every meeting can be scheduled there, and the agenda and meeting minutes can also be accessed in the environment. The organizational needs of the board are fulfilled with the tools available in the board management software. The best board management software will simplify all areas of your board meetings.
- Document management. Files like board meeting minutes can be created in the board portal software, and the board members can upload their documents and build a database before the next meeting starts.
- Keeping people in the loop. Every change and every new event in the board software will be marked by a notification in the dashboards of the board members, making sure that nothing new escapes their attention.
- Data security. Files stored in board portals are enhanced with bank-grade encryption and permission settings that allow only the people with special clearance to access the files.
- Impact on the environment. All of the files that take part in a paperless board meeting are digital, so no paper is involved in those meetings, reducing the carbon footprint of the company with the use of board portals.
Without board meeting software
- Board administration. It is much harder to schedule future meetings as the host of the meetings needs to personally approach each of the board members to schedule the meetings. All of the files also need to be prepared physically and given to them on paper.
- Document management. Board meetings generate a lot of documents, and without a proper structure in the archive, they could be lost forever amongst thousands of files.
- Keeping people in the loop. The board members need to be contacted personally, so they know what kinds of changes were made to the new documents.
- Data security. Files are often kept in an unsafe environment, enabling potential leaks of documents.
- Impact on the environment. As it was mentioned earlier, a board meeting generates a lot of documents, and if all of them are printed, this increases the carbon footprint of the company, contributing to the further decay of planet Earth.
Nonprofit board software features
To effectively compare portal software, you will need to create a list of features that will help your organization in particular. But at the same time, certain tools build an effective board management system for any organization.
- Security certifications and compliances
As previously mentioned, there are several components to a securely managed meeting process. But if you don’t have a lot of technical background, evaluating how secure board meetings software is can be challenging. To judge the safety of any given board software, look for certifications and compliances such as ISO 270001, SOC 2, and GDPR.
- Meeting scheduling
Scheduling meetings, sending invitations and reminders, and synchronizing with third-party calendar management tools from one centralized location significantly improve how the organization’s board functions. A well-selected board management tool will seemingly streamline the organization process and assist directors with visualizing their schedules better.
- Member directory
A member directory is essentially an entity management application that contains directors’ contact information, role descriptions, and other key details. This tool serves as a database and links to the task manager for improved governance and accountability. From this aspect of comparison, board portals might appear somewhat similar, so pay attention to the specific details and unique approaches to member directory organization.
- Committee management
Effective board management is very reliant on the various underlying committees. Therefore, directors’ software has to facilitate the operations for non-board committee members without compromising board-only documentation.
- Virtual meeting rooms
Remote board collaboration is one of the critical modern governance challenges. The board management software has to both facilitate and secure board engagement via an equipped virtual space.
- Role-based permissions
This option eliminates the risk of illegal access, as an administrator sets up user access rights. In this way, one group can see, edit, send data, and the other can only view it.
- Collaboration tools
Features such as online and offline voting, group discussions, one-on-one chats, built-in video conferencing, real-time board document editing, and Q&A allow directors to communicate faster and more effectively. The instrument selection, in this case, can build off the board software’s development or external integrations with platforms like Zoom.
- Task management
Versatile task managers play a crucial role in board meeting software comparisons, as they enhance board engagement and accountability, accelerate decision-making, and ensure secure communication and data management within the board management tool.
- Board materials preparation
The board management software review base often refers to the significance of the preparation tools such as meeting agenda builders, board meeting minutes templates, and board package checklists. Effective agenda management can define the entire meeting process and ultimately allow directors to make better decisions for their organization.
Board portal software selection process for nonprofit
Choosing a board portal for nonprofits that fulfills the needs of your business is a task that requires precision and following rules. Each company is different and that is why you need to follow a process to find a tool that will accompany your board of directors towards a more optimized decision-making process and will accelerate your firm’s growth.
To simplify the selection of the best nonprofit board management software, follow this checklist:
| 1. Define your nonprofit’s needs |
| – Assess the size of your organization and board. – Identify how many documents and reports you handle. – Determine if you need AI-powered features or integrations with other nonprofit tools. – Create a spreadsheet listing essential and desirable features. |
| 2. Engage the board in discussion |
| – Schedule a dedicated meeting to discuss board management needs. – Review the list of required features with board members. – Gather feedback on workflow improvements and pain points. – Consider how a board portal software for nonprofits could enhance efficiency and mission-focused decision-making. |
| 3. Establish a budget |
| – Determine how much funding can be allocated to board management software. – Decide if a subscription model or a custom-built solution is more feasible. – Research pricing models that fit within a nonprofit’s budget constraints. – Factor in the potential for donor or grant funding to support this investment. |
| 4. Set clear goals for the board portal |
| – Define key objectives the software should help achieve. – Identify efficiency improvements, such as reducing time spent on meeting prep. – Consider security needs for sensitive discussions and voting. – Establish transparency goals for board governance. |
| 5. Identify must-have features |
| – Determine if basic security features suffice or if advanced encryption is required. – Decide if a free trial or a live demo is necessary before committing. – Define a maximum acceptable price for the solution. Ensure the software supports nonprofit governance best practices. |
| 6. Compare and evaluate board portals |
| Research available board portal solutions suited for nonprofits. Read reviews from other nonprofit organizations. Compare platforms based on usability, security, and integrations. Test shortlisted options through trials or demos before finalizing the decision. |
Board portals comparison
Ideals Board is a dedicated tool that will ease the management of the board. With this software, you will never have to go through the hell of boring, long, and unproductive meetings.
- Likelihood to Recommend90%
- Customer Support90%
- Ease of Use95%
Boardvantage Board Portal is a powerful solution which offers an intuitive interface and strong security necessary for successful and flawless communication of directors and executives.
- Likelihood to Recommend86%
- Customer Support85%
- Ease of Use84%
Boardable truly deserved its reputation as one of the best board portals for nonprofits. Created by a team of experienced professionals, this board software takes into consideration the main peculiarities of nonprofit boards.
- Likelihood to Recommend90%
- Customer Support90%
- Ease of Use85%
By creating one of the longest lists of useful board management tools, the solution from OnBoard is one of the best choices for the boards of directors from different types of companies.
- Likelihood to Recommend84%
- Customer Support82%
- Ease of Use88%
Board software comparison by customer’s satisfaction
The main criteria for comparing board meeting software for nonprofit
After finding all the requisites your company has regarding the board portal solution, you can start the process of searching for a provider that will fulfill those needs. You have finished doing the preliminary work, and seeing what kinds of compulsory points this solution needs to fall into, and you also know what bonuses, and what kinds of integrations would be nice to have, but are not obligatory.
We will lead you through the board management software vetting process, and by following those steps, you should be able to find a solution that will satisfy even the most exuberant needs of a board. Here are 8 steps that will help you compare what is available on the market.
1. Detailed reviews and recommendations from review websites
Look at what others are saying about nonprofit board collaboration software you stumbled upon. Use review sites, forums, or maybe even YouTube videos to see what the opinion is about a particular feature, a solution that this board portal is equipped with. Search for testimonials from other nonprofits, as their experiences will be more relevant to your specific needs. Pay close attention to:
- Ease of use for board members, especially those with limited technical skills
- Security measures for handling sensitive donor and financial information
- Customer support responsiveness to nonprofit-specific questions
- User experiences from other nonprofits—do they find the software enhances their board’s effectiveness?
Be on the lookout for mean comments, specific problems, and if the people commenting are actually telling the truth. Some sites have a verification system if the person commenting has purchased the product, which adds credibility to the claim. After going through hundreds of opinions about the products, and limiting the number of solutions for you, you should be able to proceed to the next step.
2. Free trial period or demo availability
Online board meeting software vendors are usually keen on providing a trial period of the product. This helps them market their solution, allows the companies to try out the software, and later sells them a subscription. It also means that you can test out the solution before making any kind of decision regarding the budget of the company, and see how other people will behave in the board portal space.
You can invite select board directors to try out something new and see how they can cooperate within the solution. You might also be able to conclude a trial board meeting where you put all the features to the ultimate test. And after such a test is concluded, you can ask your team for opinions.
3. Pricing model
Every board management software has its approach to cost formation. To make sure the chosen solution doesn’t exceed the budget and offers sufficient ROI, pay attention to the pricing models of different board portal providers.
Board meeting software can be charged per user, per feature, or by package. You should choose the most comfortable solution based on the size of your board and the typical activities involved in the directors’ operation.
Nonprofits must be cost-conscious when selecting board meeting software. Each provider has a different pricing structure:
- Per-user pricing: Best for small boards with fewer members
- Feature-based pricing: Useful if you only need essential tools without extras
- Flat-rate pricing: May be more cost-effective for larger nonprofits with frequent board meetings
Keep in mind that price doesn’t always directly correlate to quality. Sometimes board portal software providers charge more due to their market positioning or length of service. At the same time, board portal vendors that target nonprofit organizations will deliberately reduce the pricing to accommodate their users’ needs.
4. Hands-on experience with business partners and colleagues
The best board portal software will be useless if it is underutilized. Ask the people who participated in the test about their honest feelings regarding the solution, and its use during the meeting. Let them express their thoughts, and probe about the different features they mentioned as useful during the previous preparation period.
See what they like about this tool, and what is obstructing rather than helping in the organization and management of the meeting of the board. Is the solution user-friendly, and does it encourage exploration? Answering those questions by your team might give you the necessary data points in concluding your board portal comparison, and finding board portal vendors that will fulfill your board’s needs.
For nonprofits, usability is critical, as many board members are volunteers with limited time. Thus, the chosen solution should minimize administrative workload and make participation effortless.
5. Board software features list
Collecting all of the data can lead to another exploration of the features of the virtual boardroom software. Now you have insight into the tools the team uses during real meetings and their honest opinions about the solution. You have gathered their input about the trial of board management software and can finally put it to good use in another round of board portal vetting.
Take into account all of the factors that have been mentioned and once again look through the list of possible candidates. The test itself should narrow down the selection to just a couple of vendors that might be of interest to you.
6. Vendors’ reputation
And if you are to trust the vendors, you need to check their opinion on a variety of sites. Approach it similarly as you did the board meeting software reviews, but now focus on the company itself. Look at what people are saying about them online, if the people working there are happy with the work they’re doing, and what are the prospects for the future.
Does the company seem like they are investing in the solution, and further development, or is it already a completed tool with a lack of support from the vendor? All of that information can be accessed through forums, company rating sites, or even LinkedIn. Even if their tool is on many top 10 board portal software rankings, it is worth doing an investigation of your own. Given this, research the following information:
- Does the vendor have experience serving nonprofit organizations?
- Do they actively improve their software, or is development stagnant?
- Are they committed to improving governance, transparency, and compliance tools?
By the way, many vendors tailor their solutions to corporations, so ensure the provider understands the unique needs and constraints of nonprofit boards.
7. Experience with vendors’ support chat
Charities often lack dedicated IT teams, so strong customer support is essential. Before finalizing your decision, test vendor responsiveness. Figuring out what vendors you can trust and whom you shouldn’t, leads us to direct interaction with the provider. Calling them and asking about the details, about problems they can solve will give you a good estimate of how they treat a potential customer, and how the client-seller relationship is supported.
If the hotline is responsive, helpful, and always willing to go the extra mile, this usually symbolizes a good working ethic and a company that takes special care of its customers. But if the hotline gives you cold responses, doing the bare minimum, maybe you shouldn’t put much trust into a company employing those sorts of tactics.
8. Collect all data and make a decision
Going through all of the steps is a tiresome, and time-consuming process, but only by going through them, do you have enough insight into the matters at hand. By combining all of the new data points, and filling out spreadsheet after spreadsheet of opinions about the tool, the vendor, or a particular feature, you will be able to pick a winner, a solution that will truly optimize board meetings at your company, and help your business grow. This is the time to make a decision and pick a solution that will fit every category you could imagine.
The best board management software for nonprofits is a tool designed to facilitate board meetings. After picking the perfect one for your company, it is time to look into how board management software can help the board members during a meeting.
FAQs
1. How much does board management software cost for nonprofits?
The cost of a board portal solution for nonprofits varies depending on features, the number of users, and the provider. Many vendors offer discounted pricing for small nonprofits or nonprofit-specific plans to accommodate budget constraints.
2. How secure is board portal software for protecting nonprofit data?
Security is a top priority for board management software, with most platforms using bank-grade encryption, multi-factor authentication (MFA), and secure cloud storage. Compliance with HIPAA and GDPR ensures data security for nonprofits handling sensitive information. Look for board portals that offer customizable security settings and role-based access for secure board communications.
3. Is board management software user-friendly for board members with limited tech skills?
Absolutely. Many solutions prioritize ease of use for board activities, providing intuitive dashboards, drag-and-drop functionality, and training resources to save time on on-boarding. The best board portals for nonprofits provide training requirements such as onboarding sessions, webinars, and 24/7 customer support to ensure a smooth transition for board members of all tech skill levels.
4. Does board management software help with regulatory compliance for nonprofits?
Leading board portals provide audit trails, document retention policies, and voting and polling records. Look for platforms that comply with nonprofit governance standards, including HIPAA and GDPR
5. What are the best board portals for nonprofits?
The best board portals for nonprofits offer a combination of secure communication, compliance tracking, and reliable document sharing. When selecting a portal, consider budget constraints and whether the software supports nonprofit governance standards like HIPAA and GDPR.
6. Is board management software affordable for small nonprofits?
Yes, many providers offer board management software for small nonprofits with pricing models tailored to budget constraints. Some platforms offer nonprofit discounts or grant-funded pricing. Free or low-cost options may have limited features, so it’s essential to balance affordability with necessary tools like secure communication, board books, compliance tracking, and meeting scheduling.