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Roles: CS Executive, CA Partner - CS Executives drive the meeting workflow from notice through filing. CA Partners draft and approve the minutes. CA Managers and CA Staff have read-only access.
Upstream dependencies: A CA Engagement must exist for the company client. For meetings where resolutions will be filed (MGT-14), the ROC Filing module must be accessible. For AGMs, the financial statements should be ready for adoption before the meeting date. Downstream: Approved minutes that require MGT-14 filing chain to a ROC Filing record. The AGM date recorded here is used to calculate due dates for AOC-4, MGT-7, and ADT-1 filings. See ROC Filings.

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Overview

A CA Board Meeting record covers every type of company meeting from a routine board meeting to the Annual General Meeting, maintaining the full paper trail required under the Companies Act and the Secretarial Standards issued by ICSI. Each record moves through a defined workflow from scheduling to filing, ensuring that notice periods are met, quorum is confirmed, minutes are formally approved, and any resolutions requiring MGT-14 are flagged for follow-up. Records are named automatically in the format BM-YYYY-##### (for example, BM-2025-00015).
Board Meetings list view showing records by meeting type, date, status, and SS-1/SS-2 compliance flag

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Who uses this feature

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Before you start

  • The client must have an active CA Engagement in the system.
  • Director names and DINs should be up to date in the client’s engagement record.
  • For an AGM, confirm the financial year end date so the AGM notice period and the downstream AOC-4/MGT-7 due dates are calculated correctly.
  • For video-conferencing meetings, confirm the platform (Zoom, Microsoft Teams, Google Meet, etc.) before creating the record.

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Meeting types

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Create a board meeting record

Path: CA Practice Management → ROC and Company Law → Board Meeting → New
  1. Select the Client Engagement for the company.
  2. Choose the Meeting Type from the dropdown.
  3. Enter the Meeting Number. Use the sequential number from the company’s own meeting register (for example, the 47th Board Meeting of the company would be “47”).
  4. Set the Meeting Date and Meeting Time.
  5. Enter the Venue. For physical meetings, enter the full address. For virtual meetings, enter the platform name and access link.
  6. If the meeting will be held over video conferencing, check the VC Enabled flag and select the VC Platform.
  7. Enter the Agenda in the agenda field. List the agenda items numbered as they will appear in the notice.
  8. Save. The record is created with status Scheduled and the auto-name is assigned.
New Board Meeting form showing Client Engagement, Meeting Type, Meeting Number, Date, Time, Venue, and VC Enabled fields

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Send the notice to directors (CS Executive)

After creating the meeting record and finalising the agenda, the CS Executive dispatches the notice.
  1. Open the meeting record in Scheduled status.
  2. Review the agenda to confirm it is complete and in the correct order.
  3. Record the Notice Sent Date (the date the notice is being dispatched to directors).
  4. Attach the notice document in the attachments section.
  5. Click Send Notice. The status moves to Notice Sent.
Notice period requirements under Secretarial Standards:
  • Board Meetings (SS-1): Minimum 7 days’ notice. The notice must be sent to every director at their registered address by hand, speed post, registered post, facsimile, email, or any other electronic means.
  • General Meetings (SS-2): Minimum 21 days’ notice. This can be reduced to shorter notice with the consent of at least 95% of the members entitled to vote at the meeting.
Board Meeting in Notice Sent status showing the Notice Sent Date field and attached notice document

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Mark the meeting as held (CS Executive)

After the meeting takes place, update the record to confirm it occurred.
  1. Open the meeting in Notice Sent status.
  2. Confirm the Quorum Met flag. A board meeting is not valid unless the minimum quorum was present. Check this only after confirming attendance.
    • Board Meeting quorum (SS-1): one-third of total directors or two directors, whichever is higher.
    • General Meeting quorum (SS-2): as per the Companies Act (typically five members for a public company, two for a private company).
  3. Upload the Attendance Register (the signed sheet showing which directors or members were present).
  4. Click Mark as Held. The status moves to Held.
If quorum was not met, do not mark the meeting as Held. Record the non-quorum in the attendance register, adjourn the meeting, and create a new meeting record for the adjourned date.
Board Meeting in Held status showing the Quorum Met checkbox checked and the attendance register attachment

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Draft and approve the minutes (CA Partner)

Minutes must be prepared and circulated within 15 days of the meeting (SS-1 for board meetings; 30 days for general meetings under SS-2).
  1. Open the meeting in Held status.
  2. Click Draft Minutes. The status moves to Minutes Drafted.
  3. Enter the full minutes text in the Minutes field. The minutes should include:
    • Name of the chairman
    • Directors present (with DINs) and those who attended by video conferencing
    • Directors who sought and were granted leave of absence
    • Quorum present at the time of each item transacted
    • All resolutions passed, with the exact text of each resolution
    • Dissenting views, if any director requested their dissent be recorded
  4. Enter each formal resolution in the Resolutions Passed field with its reference number.
  5. Check the SS-1 / SS-2 Compliant flag to confirm the minutes meet Secretarial Standards.
  6. If any resolution requires filing with the ROC (see which resolutions need MGT-14 below), check the MGT-14 Required flag.
  7. Click Approve Minutes. The status moves to Minutes Approved.
Board Meeting in Minutes Drafted status showing the Minutes text area, Resolutions Passed, SS-1/SS-2 Compliant flag, and MGT-14 Required flag

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Which resolutions require MGT-14

Under section 117 of the Companies Act, the following types of resolutions must be filed with the ROC within 30 days using Form MGT-14:
  • Special resolutions (any matter requiring special resolution under the Act)
  • Resolutions approving the annual accounts and board report (for public companies)
  • Resolutions relating to appointment or removal of the managing director, whole-time director, or manager
  • Resolutions authorising buy-back of securities
  • Resolutions for issuance of shares or securities on a preferential basis
  • Board resolutions relating to making loans or investments under section 186
When you check the MGT-14 Required flag, the system creates a linked ROC Filing record for Form MGT-14. The CS Executive can then open that record and complete the filing within the 30-day window.

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File MGT-14 if required (CS Executive)

  1. After minutes are approved, if MGT-14 Required is checked, click File.
  2. The status moves to Filed.
  3. Open the linked ROC Filing record to track the MGT-14 form through its own workflow. See ROC Filings.
If MGT-14 Required is not checked, you can click File to close the meeting record without creating a ROC Filing.

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Field guide

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Workflow journey

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Role at each step

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Secretarial Standards at a glance

Secretarial Standard SS-1 (Board Meetings) and SS-2 (General Meetings) are issued by ICSI and have statutory force under the Companies Act. The key requirements to keep in mind when completing a meeting record are: SS-1 (Board Meetings):
  • Notice of at least 7 days must be given to every director, with the agenda attached.
  • The chairman of the board, or a director elected at the meeting, must preside.
  • Quorum is one-third of the total directors or two directors, whichever is higher.
  • A director participating by video conferencing counts for quorum but their attendance method must be recorded in the minutes.
  • Minutes must be prepared within 15 days and circulated for comments before being entered in the minute book.
SS-2 (General Meetings):
  • Notice of at least 21 days must be given to all members and directors, or shorter notice with 95% member consent.
  • Quorum must be confirmed at the commencement of the meeting and before transacting business.
  • Remote e-voting must be offered for listed companies and certain other companies.
  • Minutes must be prepared within 30 days of the meeting and signed by the chairman of the same meeting or the next meeting.
The SS-1 / SS-2 Compliant flag on the meeting record is your sign-off that these requirements have been met. Do not check this flag until you have verified compliance against the full checklist.

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Notifications and alerts

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Workspace access

Path: CA Practice Management → ROC and Company Law → Board Meetings The workspace section shows:
  • Upcoming meetings in the next 30 days (quick list, sorted by meeting date)
  • Meetings with minutes overdue (held more than 15 days ago, minutes not yet approved)
  • MGT-14 filings pending from recently approved minutes
  • Meeting count by type for the financial year (chart)
CA Practice Management workspace showing Board Meetings section with upcoming meetings and overdue minutes alerts

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Best practices

  • Attach the signed attendance register before approving the minutes. Minutes approved without the attendance register are difficult to reconstruct later, especially if a director disputes their presence or absence.
  • Always check MGT-14 Required before marking the meeting as Filed. If you miss the MGT-14 flag and close the record, you will need to create a manual ROC Filing record for MGT-14 and track it separately. The 30-day filing window starts from the meeting date.
  • Keep the Meeting Number sequential and consistent with the company’s own register. Gaps or duplicate numbers in the meeting register are a common point of scrutiny during ROC inspections and secretarial audits.
  • For AGMs, confirm quorum before the chairman calls the meeting to order. If quorum is not present at the start time, the chairman must wait 30 minutes and then adjourn. Recording a quorum that was not actually present exposes the company to penalties.
  • Record video conferencing attendance precisely. SS-1 requires the minutes to name each director who attended by video conferencing and confirm that they could hear and be heard. A general note that “some directors attended by VC” is not sufficient.
  • Draft the minutes from the agenda items, not from memory. Work through each agenda item in order, recording what was presented, discussed, and decided. If an item was deferred, note that explicitly. Minutes written from memory after a gap of several days tend to be vague on details and attract questions during audit.
  • Do not circulate draft minutes to directors as final. SS-1 provides a comment window before the minutes are entered in the book. Record that the draft was circulated and note any comments received before you approve the minutes in the system.