Help Documentation

Step-by-step guides for every part of Process PA. Search below, jump to a category, or browse the tiles.

Getting Started & Account

Create an account

Register for Process PA with your name, email and a password. A confirmation email is sent so you can verify your address and start your free trial.
Log in to Process PA

Sign in with your email and password and use "remember me" to stay signed in. Learn what happens with an unknown email or an incorrect password, and how to move between the login, register and reset pages.
Reset a forgotten password

Request a password reset link by email and choose a new password. For your security, Process PA never reveals whether an email address has an account.
Two-factor authentication

Add a second layer of security to your login with a one-time code sent by SMS or email. Available to all customers, and often required by enterprise and government organisations.
Create an organisation and committee

Set up your organisation (tenant) and its first committee — enter the name, choose a time zone, language and agenda template, and land on your home dashboard.
Browser compatibility

Process PA runs in any modern browser — Chrome, Edge, Firefox or Safari — on PC, Mac, tablet or phone. Nothing to install.
Multiple users, one email

How Process PA handles more than one person sharing a single email address, and why each member should have their own login where possible.
Trust the email sender

Make sure agenda, minutes and invitation emails from Process PA reach your inbox by trusting the sender and avoiding the spam folder.

Members & Access

Add a committee member

Add a member and give them a security role (Admin, Normal, Email-only or No-access) and a committee role such as President, Vice President, Treasurer or Secretary. Any add can be cancelled before saving.
Invite and onboard a member

Inviting a member sends an activation email with a set-up link. Follow the full loop — the member opens the link, sets a password, logs in and lands on the home page.
Edit and manage members

Update a member's personal details, tags, role history and attachments; change their access level; email members; and show or hide no-access members. Note the 100 active-member limit.
Access levels and roles

Understand the difference between security access levels (Admin, Normal, Email-only, No-access) and committee roles, and what each level can see and do.

Committee Workspace

The committee dashboard

Your committee home page shows its panels at a glance and lists upcoming meetings so you can jump straight into the next one.
View past minutes

The Minutes page lists your completed meetings. Select any meeting to read its minutes.
View motions

The Motions page lists every motion across your meetings. Select a motion to see its full detail, mover, seconder and outcome.
Track action items

The Actions page lists all action items and lets you create a new action to keep tasks moving between meetings.
Circular motions (vote out of session)

Approve a decision between meetings. Send a circular motion (flying minute) by email; members vote For, Against or Abstain, and Process PA records the confidential result.
Using Lite mode

A streamlined view for directors — quick access to upcoming meetings, board papers, agendas and assigned actions at app.processpa.com/lite.

Meetings

Create a meeting

Create a General, Annual General or Special meeting. Each creation can be cancelled before it is saved.
Open a meeting

Open a meeting from the list to view its agenda and controls.
Preview a meeting

Preview a scheduled meeting's agenda or a completed meeting's minutes on screen, then navigate back to the meeting.
Rename a meeting

Change the title of the selected meeting.
Edit the location

Update the location of the selected meeting, along with its scheduled start and end dates.
Re-schedule a meeting

Move a scheduled meeting to a new date and time.
Meeting lifecycle and states

The full meeting state machine — Start, Pause, Resume, Reset, Close, Re-open, Finalize and Sign, plus Re-schedule and Cancel. Learn which actions are valid in each state and why some are blocked.
Start a meeting

Launch a scheduled meeting so minutes can be taken and the meeting timer begins.
Pause and resume a meeting

Pause a meeting to stop the timer, then resume when you are ready to continue.
Reset a meeting

Return a started meeting to its scheduled state if you need to start over.
Close a meeting

Close a meeting with or without finalization. Finalizing requires the meeting opener to be configured first.
Re-open a meeting

Re-open a closed meeting to make further changes before it is finalized.
Finalize and sign the minutes

Finalize a meeting to lock its minutes, then sign them. Each step has a confirm and abort flow.
Cancel a meeting

Cancel a meeting with a replacement option — none, a meeting of the same type, or a copy. Each choice can be cancelled.
Delete a meeting

Delete a scheduled meeting, optionally replacing it with the same type or a copy.
Configure the meeting opener

Set who opened the meeting and an explicit open time — required before a meeting can be finalized.
Configure the next meeting

Choose what follows this meeting — none, a new meeting of the same type, a new meeting using this one as a template, or an existing scheduled meeting.
Navigating from a meeting

Move between a meeting and the other pages of your committee, such as the attendance request and distribution pages, and back again.

Agendas & Minutes

Add action items and motions

Add or delete action items and motions on any agenda item to capture decisions and tasks as they happen.
Assign and complete action items

Assign an action to one or more members or a sub-committee, email reminders for outstanding actions, let assignees complete them from the email, and cancel actions that are no longer needed.
Allot time to an agenda item

Assign an amount of time to an agenda item to keep your meeting running to schedule.
Attach a document to an agenda item

Attach a supporting document to an agenda item so it travels with the agenda and its distribution.
Discussion and private notes

Collaborate around a meeting with shared Discussion on agenda items, minutes and attachments, and add Private Notes that only you can see.
Mark attendance and apologies

Record each member as attending or an apology, and confirm attendance for the meeting.
Confirm minutes and business arising

Confirm the minutes of a previous meeting, and choose which outstanding actions and motions to carry forward as business arising. Scheduling the next meeting is no longer required to finalize.
Preview and download the PDF

Preview a meeting's agenda or minutes on screen, then download the matching PDF — the generated document mirrors exactly what you see.
Sign the minutes

Sign the minutes of a finalized meeting to formally record their approval.

Documents

Upload a file

Upload a single file into any folder — root, second level or third level.
Upload multiple files

Upload several files at once into any folder in your document library.
Download a file

Download a single file from your committee's document library.
Download multiple files

Select and download several files at once.
Delete a file

Delete a single file, with a confirmation step you can cancel.
Delete multiple files

Select and delete several files at once, with a confirmation you can cancel.
Move a file

Move a single file from one folder to another, with an option to cancel.
Move multiple files

Move several files between folders at once, with an option to cancel.
Rename a file

Rename a file to keep your document library tidy and easy to search.
Organise documents with folders

Create root, second-level and third-level folders to build a clear folder hierarchy for your committee's documents.
Set a default folder

Choose a default folder — root or nested — from the context menu or toolbar so new documents land where you expect.

Email & Distribution

Request attendance from members

Request attendance from all members, only those who haven't responded, just yourself, or specific members. You can't send with no recipients selected.
Send the agenda

Email the agenda to all members, attending members, just yourself or specific members.
Send the minutes

Email the minutes to all members, members who attended, just yourself or specific members.
Agenda and minutes attachments

Agenda emails carry the agenda PDF, a calendar (.ics) invite and a ZIP pack of attached documents; minutes emails carry the minutes PDF. Control what's sent and the 30 MB limit, or send a secure link instead.
View the email history

Every distribution appears in the meeting's email history. Open any entry to view its detail, and navigate back to the meeting.
Return to a meeting after sending

After requesting attendance or sending a distribution, navigate straight back to the meeting you started from.

Settings & Organisation

Switch between organisations

If you belong to more than one organisation, switch between them easily. You only ever see the organisations you belong to.
Sub-committees

Run finance, risk or working groups as sub-committees under one organisation — each with its own members, meetings and documents — and optionally give parent-committee members view access.
Edit the committee name

Rename your committee in general settings.
Add or remove a role

Add and remove committee roles in settings so members can be assigned the positions your organisation uses.
Copy a meeting template

Copy an existing meeting template to reuse a proven agenda structure for a new meeting type.
Customise your agenda & minutes

Control how agendas and minutes look — page header and letterhead, committee logo, inline or summary tables for actions and motions, attendance sort order, and custom action/motion numbering.
Export your data

Export your members, motions and action items as CSV files that open in Excel or Google Sheets — handy for reporting or your auditor. Your records are always yours.
Who can do what — permissions

How access levels shape what members can do — for example, a normal member cannot administer a meeting, and a "to all" distribution only ever reaches that committee's members.

Free Concierge Service

Book a free concierge service. We will enter your members, minutes from your last meeting, set agenda templates and your letterhead. Your next meeting will be scheduled and ready to go for a productive meeting and instant minutes.

(Concierge service also available in our 30 Day Free Trial)

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