With the help of board governance software, boards can focus more time on organizational priorities instead of board meeting preparation and keeping members up to date. Board portal software is not one-size-fits-all. Different types of organizations will choose different options, so it is logical to compare the features and benefits of the most appropriate software.
Discover how to pick the best-fit board management solution for your company. See our board portal software comparison checklist to help.
How to assess your organization’s needs before comparing software
Before diving into feature comparisons, take a step back and evaluate what your board operations actually need. Start by identifying pain points in your current process—whether that’s last-minute scrambles for board meeting preparation, difficulty tracking action items across board and committee meetings, or security concerns with email-based document management.
Talk to your board members and administrators. What frustrates them most about current board meeting tools? What would make their work easier?
Understanding these needs upfront will help you focus on board portal features that actually matter for your organization, rather than getting distracted by bells and whistles you’ll never use.
Consider the size and complexity of your board structure too. Organizations with multiple committees will need robust board meeting management software that handles various groups seamlessly, while smaller boards might prioritize simplicity over advanced board intelligence features.
Why do you need to make a board portal comparison?
Comparing the features of different board portals will help you decide what is best for you. Board collaboration tools are essential for effectively managing board meetings, and you’ll use them a lot – so it’s important to do a deep comparison.
Taking the time to compare board portals is crucial for the following reasons:
- The software vendor’s websites may all sound similar – looking under the hood is essential.
- Take time to get a demo and talk to salespeople – does the vendor serve your peers and organizations like yours, do they uniquely understand your needs?
- Call the support center – see who answers, are they the people you would want to support your directors and board members?
What to include in your board portal software comparison checklist
The features offered by all board portals aren’t the same, but there is a lot of overlap. Tools should be compared thoroughly by buyers. Be sure to look closely at the pricing, the security of data, and references.
Here’s what to look for when comparing board portal features.
Access & director collaboration
Providing timely, transparent access to board information is one of the primary functions of board portals. Assess different products for ease of use based on board members’ needs.
When new technology is introduced into your organization, directors must adopt it quickly to ensure success. In order to achieve 100% adoption of the software you’re considering, make sure it provides direction, onboarding, and ongoing support for your directors.
Convenience
For many directors and executives, traveling is an integral part of their daily lives. Technology that makes their board duties easier and more convenient can be used to attract and retain high-performing board members. Consider board portal software with tablet applications, on- and offline access, and remote approval support.
Board portal features
When evaluating board portal solution options, certain key features should be on every comparison checklist. Here’s what effective board management platforms must have at their core:
Meeting management capabilities: Look for software that streamlines the entire meeting lifecycle—from board meeting preparation checklist items through post-meeting follow-up. The best board meeting software will automate agenda creation, distribution, and approval workflows.
Document organization: Effective document management is foundational. Your board management software should make it easy to organize, version, and retrieve board materials without endless searching.
Annotation and feedback: Board members need to review materials and provide input before meetings. Look for board portal features that let directors mark up documents, add notes, and share feedback directly within the platform—making board and committee meetings more focused and productive.
Mobile access: Board members need access to materials whether they’re in the office or traveling. Paperless board meetings only work if directors can easily review materials on any device, online or offline.
Security and compliance
For board of directors handling sensitive information, security isn’t optional—it’s everything. When comparing board portal software, dig deep into security credentials.
Look for platforms with third-party certifications like ISO 27001 (international standard for information security management). Your board meeting management platform should offer multi-factor authentication, granular permission controls, and detailed audit trails showing who accessed what and when.
Data encryption is non-negotiable. The best board portal solutions use AES 256-bit encryption to protect your documents both in transit and at rest, ensuring board operations remain confidential.
Compliance requirements vary by industry. Healthcare organizations need HIPAA compliance, financial institutions require SOC 2 certification, and public companies must meet SEC guidelines. Make sure any board portal solution you’re considering has the specific certifications your organization needs.
Don’t just take the vendor’s word for it—ask for documentation of third-party security audits. The security of your board and committee meetings depends on choosing a platform verified by independent auditors, not just vendor promises.
Training & adoption
Your board needs to adopt software to improve efficiency and security, but does your vendor provide the right training to set up board administrators and directors for success? For example, one-on-one training to your least tech savvy board member may be a dealbreaker, so is supporting the setup of your board portal so all key board documents are there from day one. Consider what level of support will truly be provided.
Support & customer service
To ensure that the support you receive for a board portal is professional and valuable, call your vendor’s support line and test the level of service you can expect.
Pricing and value
Many board portal vendors offer lite versions and full-featured editions. Ask which one you’re seeing at the demo—if it’s the full-featured edition and you get pricing for the lite edition, be sure to ask what’s not included. This is where board portal pricing gets complicated.
The real cost of board management software often goes beyond the base price. Many vendors charge additional fees for adding administrators, creating committees, accessing custom reports, ongoing training, and data storage. These add-ons can quickly turn an affordable-looking platform into an expensive one, and they can limit how your board actually uses the software.
Flexible licensing also matters, especially for non-profits and organizations with changing board sizes. Being able to add users as needed without penalty makes budgeting easier and ensures your board operations aren’t constrained by licensing restrictions.
Consider the total value: ease of use (which saves time), security (which protects your organization), included training (which ensures adoption), and responsive support (which keeps everything running smoothly). The lowest sticker price rarely delivers the best value if it comes with a steep learning curve, hidden fees, or poor support.
Best overall fit
The team members you interact with from the different vendors will give you a taste of the level of service they will ultimately provide. Assess how helpful and responsive they are in each interaction as you consider the best vendor suited to your needs.
Ask your peers which products they recommend and their experience with technical support and customer service. And shortlisted board portal vendors for references from an organization like yours – call them, see what their experience has taught them.
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Consider board portal software reviews
Real user feedback provides insights you won’t get from vendor demos. When reviewing board meeting software ratings on Capterra and G2, look beyond the star ratings to read actual experiences.
Pay attention to reviews from organizations similar in size and industry to yours. What do they say about the learning curve? Are board operations actually more efficient after implementation?
Look for patterns in feedback about customer support. Occasional negative reviews happen to everyone, but if multiple users report slow response times or unhelpful support for their board and committee meetings, that’s a red flag.
Real user feedback provides insights you won’t get from vendor demos. When reviewing board meeting software ratings on … look beyond the star ratings to read actual experiences.
Don’t hesitate to ask vendors for references from organizations like yours. Call those references and ask specific questions about their experience with paperless board meetings, training, and ongoing support.
Template for a board portal comparison
For first-time buyers and portal users considering a move, here is a basic template for completing your board portal comparison.
Want to evaluate even deeper, see the full Critic’s Guide to Board Portal selection.
How a board portal comparison can help you choose the right software
Board portal software comparisons can be tricky. Take the time to compare board portal software’s prices against features, security, and customer service. Base your decision on the specific requirements of your board and your board directors.
Aprio stands out in the industry for providing unmatched expert service (from board administrators who have done the job and know how to respectfully serve directors) and an easy-to-use, secure board portal that works the way a board works.
We work with many board administrators to help assess if your organization is a fit with Aprio. Take the first step – start a conversation wiht our team.