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Board Meeting Pack Generator

Example prompt: "One week before each monthly board meeting, pull the latest fundraising figures from our donations Google Sheet, the programme metrics from Airtable, and the current cash position from our Xero summary. Draft a board pack with an executive summary, financial snapshot, programme highlights, and a list of decisions needed. Save it as a Google Doc in our 'Board Papers' Drive folder and email the link to the trustees."

The Problem

The week before a board meeting is one of the most stressful in a small nonprofit's calendar. The executive director or chief executive needs to gather numbers from three or four different systems, write a narrative report, assemble programme updates, list any governance decisions required, and circulate the pack with enough lead time for trustees to actually read it. In practice, papers go out late, get assembled in a rush, and trustees turn up to meetings less prepared than everyone would like.

How GloriaMundo Solves It

We build a workflow that runs on a schedule — typically a week before each monthly or quarterly board meeting — to assemble the bulk of the board pack automatically. Integration steps pull the latest fundraising figures from your donations sheet, programme metrics from Airtable, and a cash position summary from Xero. A code step calculates month-on-month and year-to-date comparisons. An LLM step writes a one-page executive summary in your organisation's voice, then drafts each report section: financial snapshot, programme highlights, risks and issues, and decisions required from the board. The completed pack is saved as a Google Doc in your shared "Board Papers" Drive folder, and the Chair (or designated approver) is notified to review and sign off. Trustee circulation only fires after sign-off is recorded — so no draft pack ever reaches trustees without a human having approved it. Glass Box preview shows you the full draft pack before anything is shared, so you can edit, add commentary, or hold back any sensitive items.

Example Workflow Steps

  1. Trigger (schedule): Runs at 9 AM, exactly seven days before each scheduled board meeting.
  2. Step 1 (integration): Pull the latest donations and pledges from the fundraising Google Sheet.
  3. Step 2 (integration): Pull current programme metrics from the Airtable programmes base.
  4. Step 3 (integration): Pull the latest cash position and high-level P&L summary from Xero.
  5. Step 4 (code): Calculate month-on-month and year-to-date comparisons; flag anything more than 15% off track.
  6. Step 5 (LLM): Draft the executive summary, financial snapshot, programme highlights, risks log, and decisions-required list.
  7. Step 6 (integration): Save the assembled pack as a Google Doc in the shared "Board Papers" Drive folder, named with the meeting date.
  8. Step 7 (integration): Notify the Chair (or designated approver) via Gmail and Slack with a link to the draft pack and an "Approved" / "Needs changes" reply request. Record the approval status in an "Approvals" tab of the governance Google Sheet.
  9. Step 8 (state): Wait for the approval flag in the Sheet to flip to approved (with a 48-hour escalation reminder if no response).
  10. Step 9 (conditional): Only when approval is recorded, proceed. If "Needs changes" is selected, the workflow stops and notifies the executive director instead.
  11. Step 10 (integration): Email the trustees a link to the approved pack via Gmail with a short cover note.

Integrations Used

  • Google Sheets — source of fundraising and pledges data; also stores the Chair's approval flag in an "Approvals" tab
  • Airtable — source of programme metrics and outcomes data
  • Xero — source of cash position and financial summary
  • Google Docs — destination for the assembled board pack
  • Google Drive — shared "Board Papers" folder for circulation
  • Gmail — sends the Chair sign-off request and, after approval, the trustee circulation email
  • Slack — second-channel approval prompt to the Chair

Who This Is For

Executive directors, chief executives, and operations leads at small to mid-sized nonprofits who currently spend a full day or more assembling each board pack and want trustees to receive papers a week before the meeting rather than the night before.

Time & Cost Saved

Assembling a monthly board pack manually typically takes a director four to six hours, often spread across several evenings. This workflow does the data-gathering, comparison, and first-draft narrative in minutes, leaving the director to add judgement, sensitive context, and verbal commentary. Trustees receive papers earlier, the meeting itself becomes more focused on discussion than catch-up, and the director's pre-board week stops being a recurring crunch.