Hybrid board meeting with directors in the room and attendees on screen.

Boardmate Companion

The board cycle you already manage, in one place.

Most teams arrive here after Lite. Companion carries fund records, agendas, board packs, report requests, annual obligations, minutes, actions, approvals, reminders, and audit history across the portfolio.

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01 Fund base

Jurisdiction, profile, year end, providers, directors, and meeting rhythm shape the workspace.

02 Before meeting

Request reports from collaborators, review submissions and arrange the pack before circulation.

03 During review

Shared minutes, collaborator feedback and chair decisions stay attached to the meeting.

Boardmate Companion at a glance

Fund base: Jurisdiction, profile, year end, providers, directors, and meeting rhythm shape the workspace.
Before meeting: Request reports from collaborators, review submissions and arrange the pack before circulation.
During review: Shared minutes, collaborator feedback and chair decisions stay attached to the meeting.
After approval: Actions, matters arising, approvals, e-signatures, compliance status, reminders, and prior wording carry into future meetings.
Companion value: Companion works as a live governance workspace with minutes, documents, annual tasks, actions, and approvals connected.

Boardmate Companion portfolio dashboard. — Boardmate Companion carries meetings, actions, reports, funds, and approvals into one governance workspace.

The meeting record starts earlier

Companion is for teams that want the meeting record to begin before the meeting and continue after approval across the whole portfolio.

Fund and entity records with jurisdiction, regulatory profile, fiscal year end, directors, and service providers.
Meeting scheduling, agenda planning, RSVP tracking, and board pack readiness.
A collaborator workspace for shared minutes, requested reports, written updates and feedback.
Board packs with selectable material, reading order, PDF preview and circulation through Outbox.
Zoom scheduling and meeting source material, with Microsoft Teams transcripts in the same minutes workflow.
A resolution library so recurring resolutions and defined terms stay consistent across funds.
Annual compliance schedules, actions, approvals, reminders, minutes, and audit history.

Approvals and e-signatures

When a decision needs a signed record, Companion can carry it from minutes to approval to electronic signature through an optional e-signature integration, then keep the signed outcome beside the meeting, actions, and audit history.

Approve

Directors and the chair can record approvals against the meeting and its minutes.

Sign

Approved records can be sent for electronic signature where the workflow calls for it.

Record

Signature status and the signed document stay connected to the meeting and the audit history.

Continuity from Lite

The approved minutes, comments, extracted actions, and review history from backlog clearance become useful governance memory for future meetings and annual tasks.

Annual work belongs in the cycle

For Cayman fund portfolios, Companion can help board support and fund administrators keep CIMA fee status, economic substance, annual return work, audited accounts and FAR support, FATCA/CRS items, AML training, governance review, service provider reports, approvals, and follow-up visible where applicable.

Companion protects the client relationship

When investment manager clients ask about their funds, the CSP can show meeting history, governance status, open actions, annual obligation status, and the record behind each answer.

Governance cycle

The record improves as it moves through the cycle.

Source material becomes draft minutes, review history, chair decisions, exports, actions, and useful memory for the next meeting.

Prepare Meeting material
CSV, board packs, transcripts or recordings, support notes, separate reports, and reviewer details.
Draft First minutes
A formal house-style draft generated from the available source material.
Review Private comments
Reviewer submissions, selected passages, uploads, and no-comment confirmations.
Approve Chair decision
Accepted feedback and chair instructions shape the regenerated version.
Carry Governance memory
Actions, audit history, approved wording, and continuity for future meetings.

Boardmate Companion

Annual obligations belong in the board cycle.

For Cayman fund portfolios, the burden is the repeat work of keeping service provider inputs, board papers, filing support, director approvals, minutes and follow-up moving across hundreds or thousands of funds.

Professional advisers and filing portals still do the specialist work. Companion gives board support teams, corporate service providers and fund administrators the operating layer around them: calendar, requests, review, minutes, approvals, reminders and the next cycle.

Fund profile

Jurisdiction, fund type, year end, directors and service providers sit behind the work.

Companion is designed around fund records, not a loose task list. That matters when Cayman obligations depend on the entity, regulatory profile, fiscal year end, responsible provider and board review pattern.

Annual calendar

Annual obligations become board cycle work.

CIMA fees, economic substance notification, annual return and registration fee work, audited accounts and FAR support, FATCA/CRS items, AML training and governance review can be planned as recurring work where applicable.

Preparation

The team can request the material before directors meet.

Administrators, auditors, FATCA/CRS providers, legal reviewers and directors can be tied to report requests, secure upload links, board pack assembly, reminders and status.

Meeting review

Compliance status is visible before the pack closes.

First-half and second-half obligations can be reviewed against the relevant meeting, with overdue, upcoming, discussion and approval items surfaced before the board pack is finalised.

Record

Decisions and follow-up stay available for the next cycle.

Minutes, approvals, action items, service provider status, reminders and audit history stay connected, so the next board cycle starts from what happened last time.

Portfolio operating layer

What stays connected in Companion.

01 Fund record

Jurisdiction, regulatory profile, year end, directors, service providers, recurring meetings and annual review pattern.

02 Request trail

Report request, responsible provider, secure upload route, due date, reminders, receipt status and exceptions.

03 Board pack

Agenda, previous minutes, reports, supporting papers, late changes and readiness status before circulation.

04 Meeting record

Draft minutes, reviewer comments, support uploads, chair decisions, approvals, actions and audit history.

05 Next cycle

Carry-forward actions, filing support status, annual task reminders and the context needed for the next meeting.

Cayman examples

Recurring work kept in view.

01 CIMA and entity tasks

Annual fees, registration, annual return and economic substance status where applicable.

02 Audit and FAR

Audited accounts, FAR support and operator-declaration status for private funds where applicable.

03 Tax reporting calendar

FATCA/CRS notification, reporting and CRS compliance form status where relevant.

04 Board governance

AML training, policy review, service provider review, director decisions and recurring actions.

Capacity

More client work through the same experienced team.

When the same preparation, minutes, review and follow-up pattern repeats across hundreds or thousands of funds, Companion reduces the loose tracking work around every meeting.

Consistency

A steadier operating rhythm across the portfolio.

Board packs, minutes, approvals, actions and annual obligations follow one workspace pattern instead of depending on local inbox habits.

Control

Directors and administrators see what still needs a decision.

Open requests, overdue items, approvals, review responses and follow-up can be checked before the meeting record moves on.

Common questions

Questions about this Boardmate workflow.

Does reviewer feedback automatically rewrite the minutes?

No. Reviewer comments are review input. The chair or delegated board support user decides which feedback shapes the next draft.

Can Boardmate be evaluated with a small sample batch?

Yes. A first evaluation usually works best with several ordinary meetings, one complex meeting, one short or adjourned meeting, and prior minutes that show house style.

Is Boardmate Lite separate from Boardmate Companion?

Lite is the backlog-clearing workbench. Companion is the broader board cycle workspace for agendas, report requests, board packs, annual compliance tasks, actions, approvals, reminders, and governance memory.