ERP · Corporate Governance
A Custom Meeting Minutes Management Solution for Board & Committee Governance at a Leading Non-Bank Financial Institution
Project Snapshot
- Project : Meeting Minutes Management (MMS) Solution
- Industry : Banking & Non-Bank Financial Institutions (NBFI), Corporate Governance
- Platforms : Web, Cloud, Mobile (iOS & Android)
- Technologies : Odoo ERP, AWS Cloud, PostgreSQL, Odoo Mobile App
- Engagement Type : Custom software design, development & implementation on Odoo ERP
- Tags : Meeting Minutes Management, Corporate Governance Automation, Board & Committee Management System, Odoo ERP Implementation
The Impact
88
Documented functional requirements delivered end-to-end
6
Core solution modules, from user & committee management to knowledge base reporting
5
Meeting categories configured on the workflow engine: General, Board, Credit Evaluation, Procurement & Executive Committee
4
Enterprise integrations: HR system, Outlook, Zoom & SMS Gateway
Overview
Our client is one of the most respected financial brands in its market, a Non-Bank Financial Institution with a strong presence across corporate, SME, retail, and capital market segments. Its Board, Executive, and specialized committees hold high-stakes meetings on a continuous basis, including:
- the Board and General meetings
- the Credit Evaluation Committee and Procurement Committee, and
- the Executive Committee.
Business Challenges
Ten gaps stood out in how meetings were planned, run and followed up.
- No dedicated system existed to create, store, or process meeting minutes. Organizers relied on manual, email and paper based methods with no central repository.
- 5 distinct meeting types, General, Board, Credit Evaluation Committee, Procurement Committee, and Executive Committee, each followed their own ad-hoc process, with no configurable, standardized workflow governing stages, approvals, or access.
- Meeting logistics, calendar booking, participant invitations, SMS reminders, and Zoom set-up, were handled across multiple disconnected tools, adding coordination overhead for every organizer, for every meeting.
- There was no structured way to collect agenda or proposal submissions from participants ahead of a meeting, or to review, return, and finalize them before the scheduled date.
- Resolutions and action items from meetings were not tracked in one place, making it difficult to monitor ownership, deadlines, and follow-up progress once a meeting ended.
- Overdue action items had no automatic escalation path, so accountability depended entirely on manual follow-up by organizers and chairpersons.
- Sensitive board-level decisions had no way to be restricted from general visibility, and action items had no consistent way to be prioritized or broken into sub-tasks.
- Attendance, quorum, and remuneration data for directors and committee members were tracked manually, increasing the risk of error in governance and compliance records.
- There was no centralized digital knowledge base for company acts, laws, guidelines, and circulars that committees needed to reference during meetings.
- Preparing the finalized meeting minutes package required for regulatory submission to the central bank was a manual, time-consuming exercise, with no single source of truth for historical resolutions.
Running board and committee governance on email and paper?
Bring it to a 30-minute call — we will come back with an architecture and a scoped estimate.
What We Built
Brain Station 23 designed and developed a dedicated Meeting Minutes Management solution on Odoo ERP, custom-built around the client’s governance requirements and deployed across web and cloud for anytime, anywhere access.
Configurable workflow engine
Lets the client define distinct stages, approvals, mandatory fields, and access rules for each of its 5 meeting categories without touching a line of code.
Full meeting lifecycle digitized
Structured meeting initiation with a unique system-generated meeting ID, agenda and proposal submission with reviewer accept, return, and reject controls, and Zoom-enabled meeting conduct with live attendance and real-time comments.
Meeting-preparation checklist
Organizers can track readiness ahead of each session, along with a correspondence-specific dashboard to monitor which participants have accepted, declined, or proposed a new time.
In-meeting e-signature and voting
Chairpersons and members can formally approve agendas and resolutions during the meeting itself, not through a separate offline process.
Automated resolution and action-item tracking
System-generated, uniquely structured serial numbers (meeting code, sequence, resolution serial), deadline management, an approval-based deadline-extension workflow, and automatic overdue escalation to line managers and meeting chairs.
Confidential and Generic classification
Every action item carries a Confidential or Generic classification plus High, Medium, or Low prioritization, with support for sub-actions. Sensitive board decisions stay restricted to meeting participants while ordinary follow-ups remain easy to track.
Integration with 4 core enterprise systems
The client's Human Resource system for automatic user provisioning, Microsoft Outlook Mail Server for invitations and notifications, Zoom for virtual and hybrid meetings, and an SMS Gateway for real-time alerts.
Role-based access and committee management
Role-based access control, committee and sub-committee management with full historical membership tracking, and remuneration tracking for directors and attendees.
Digital knowledge base
Company acts, laws, guidelines, and circulars in one place, giving committee members quick reference access without leaving the platform.
Reporting and dashboard suite
Covers upcoming meetings, pending and expired action items, attendance percentages, time spent in meetings, and remuneration, filterable by date, department, division, and committee.
Signed minutes storage and regulatory export
Scanned, signed meeting minutes are stored alongside the digital record, with one-click generation of a consolidated, regulator-ready meeting minutes file for direct submission to the central bank.
The Results
Business Outcomes
Replaced a fragmented, manual process spanning multiple disconnected tools with a single standalone platform covering the entire meeting lifecycle, from scheduling to resolution to compliance reporting. All 5 meeting types now run on one governed, configurable workflow engine, and every resolution and action item sits in one trackable queue, giving organizers and action owners clear, real-time visibility into what is pending, overdue, or extended. Automatic overdue escalation, together with confidentiality and priority controls, strengthened accountability without requiring organizers to manually chase or expose every action item. Preparation of the final meeting minutes file for central bank submission is streamlined, giving the client a single, audit-ready source of truth and a complete, auditable trail of decisions, approvals, and follow-up actions across every committee.
Technical Outcomes
Automated calendar booking, SMS alerts, email invitations, and attendance tracking removed manual coordination steps from every meeting cycle. Organizers see in real time who has accepted, declined, or proposed a new time, with automatic alerts when expected attendance falls short of quorum, and Zoom meetings start directly from the platform. HR system integration centralized employee and director data, reducing duplicate data entry and keeping committee records continuously current, while a searchable digital knowledge base of company acts, laws, and guidelines cut the time committees spend tracking down reference documents.
This Meeting Minutes Management solution shows how Brain Station 23 applies Odoo ERP to solve real, high-stakes governance problems, turning a manual, fragmented meeting process into one governed, auditable platform spanning web, mobile, and cloud. It reflects our broader approach: understand the compliance and operational realities a client is navigating, then engineer a solution on Odoo or any suitable platform that fits how they actually work, not a generic template.
Bring Your Governance Process onto One Auditable Platform
You might be a bank or financial institution still running board and committee meetings on email and paper. You might need regulator-ready minutes without weeks of manual compilation. In every case, the first step is the same.
Book a 30-minute call with Brain Station 23. Bring your current meeting and approval workflow, and we will come back with a proposed architecture, a delivery plan, and a scoped estimate for your build.
Running board and committee governance on email and paper?
Bring it to a 30-minute call — we will come back with an architecture and a scoped estimate.
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