Hosting Virtual Board Meetings
No Extra Software Needed
Nestingbird includes built-in video conferencing so your board can meet virtually without juggling Zoom links, Google Meet invitations, or third-party subscriptions. Everything happens inside Nestingbird — scheduling, video, recording, transcription, and minutes — in one seamless flow.
Starting a Video Meeting
When you create a meeting (or one is auto-created from your recurring schedule), it automatically includes a video option. On the day of the meeting:
- Navigate to the meeting from Meetings in the sidebar or the Dashboard.
- Click Join Video — this opens the meeting lobby.
- In the lobby, you'll see a preview of your camera and microphone. Toggle audio or video on or off before joining.
- Click Join Now to enter the meeting room.
Board members and attendees join the same way. Everyone sees a video grid that adjusts automatically based on the number of participants.
During the Meeting
Once in the meeting room, participants have access to standard video conferencing controls:
- Mute / unmute audio — toggle your microphone on or off.
- Camera on / off — turn your video feed on or off. When off, your name is displayed in place of video.
- Screen sharing — share your screen to present documents, budgets, or reports to the group.
The meeting host (board admin) can end the meeting for all participants when the session is complete.
Automatic Recording and Transcription
When a host joins, the meeting is automatically recorded and transcription begins. You don't need to press a record button — it happens in the background. After the meeting ends:
- The audio is transcribed automatically.
- An AI assistant reviews the transcript and generates structured meeting minutes including a summary, discussion points, decisions made, and action items.
- Board administrators receive an email notification when the minutes are ready.
The full transcript and AI-generated minutes are both available on the meeting page under the Summary and Transcript tabs.
Reviewing and Editing Minutes
AI-generated minutes are a starting point — review them for accuracy and make any edits before sharing with your community. The minutes are stored as a permanent record alongside the meeting, contributing to your Governance score and creating an auditable history of board decisions.
Tips for a Good Virtual Meeting
- Test your setup — the lobby preview lets you check your camera and microphone before joining. Make sure you're in a well-lit, quiet space.
- Use the agenda — set an agenda when creating the meeting so participants know what to expect and the AI can generate more focused minutes.
- Speak clearly — the transcription works best when participants speak one at a time and avoid talking over each other.
- Share your screen — when discussing budgets or documents, screen sharing keeps everyone looking at the same information.
Plan Requirement
Virtual board meetings with video conferencing, recording, and AI-generated minutes require the Good Standing plan or above.