📋 Your Admin Guide

Step-by-step help for PEPS Ventures Boardroom

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🔐 First Login & Password Change your password on first use ✓ ▶
  1. 1Go to https://demoboardroom.pepsventures.com in Chrome or Safari
  2. 2Enter Username: dorene  |  Password: demo-admin-2026
  3. 3Click your name (top-right) → My profile → Change password
  4. 4Set a new password you'll remember. Use something long and unique.
Forgot password? Click "Forgot Password?" on the login page → reset email arrives in ~1 min. If it doesn't arrive, WhatsApp KG.
🏛 Enter the AGM Meeting Committees → PEPS Council → PEPS AGM 2026 Template ✓ ▶
  1. 1Click Committees in the left sidebar → click PEPS Council
  2. 2You will see PEPS AGM 2026 Template in the meeting list. Click its name to enter the meeting.
  3. 3The meeting has everything ready: 5 agenda items, a by-laws motion, and the Council election. Use it directly for the demo.
  4. 4For the real AGM (not the demo): On the PEPS Council page, hover over the meeting card — you will see a ⋮ (three dots) icon appear on the right. Click it → Duplicate → set the real AGM name and date. Important: clicking the meeting name enters it. The ⋮ icon is separate — it is on the right edge of the meeting card.
Demo shortcut: Go directly into PEPS AGM 2026 Template for training — it already has the full agenda, motion, and election ready. The Duplicate step is only needed when you run the actual AGM.
👥 Add Members / Participants Who can see and vote in a meeting ✓ ▶
  1. 1Inside the meeting, click Participants in the left menu
  2. 2To add one member: click + New participant → search by name → assign to Delegates group
  3. 3To import many: click Import → upload a CSV with columns: email, first_name, last_name
  4. 4Set Present on AGM day as members register at the door
Groups matter: Delegates = can vote · Admin = full control · Default = view only · Staff = projector + AV. Always double-check group before saving.
📝 Manage Motions Create, publish, and manage motions ✓ ▶
  1. 1Inside the meeting, click Motions
  2. 2Click the motion (e.g. AGM2026-M01) to open it
  3. 3Review the text and reason — edit if needed
  4. 4When ready for members to see: click State: Draft → Permitted
  5. 5Members can now read the motion before the vote opens
Cannot undo: Once a motion result is published, the original text is locked for the audit trail. If wording was wrong, create a new superseding motion — don't edit the original.
🕻 Run a Vote on a Motion Open → members vote → close → result ✓ ▶
  1. 1Open the motion (must be in Permitted state)
  2. 2Click Open vote — a 60-second timer starts. Members see Yes / No / Abstain on their screens.
  3. 3Watch the live tally update in real time
  4. 4Click Close vote when the timer ends (or earlier if all have voted)
  5. 5Result is computed automatically (simple majority = >50% of valid votes)
  6. 6Click Publish result to make it visible to all members
Need to stop? Click Stop vote before the timer ends to discard all votes cast. The vote can be re-opened fresh. Use this if the Chair says "wait, we need to amend that."
🏆 Run a Council Election Secret ballot for 5 Council seats ✓ ▶
  1. 1Click Elections in the meeting sidebar
  2. 2Open Council Elections 2026 — 5 seats (7 candidates already loaded)
  3. 3Click Start voting — members see a secret ballot with all 7 candidates
  4. 4Each member selects up to 5 candidates and clicks Submit ballot
  5. 5Click Close voting — the top 5 candidates by vote count are elected
  6. 6Click Publish results → export to PDF for the minutes
Secret ballot: Individual votes are never shown — only totals per candidate. The platform guarantees anonymity even to admins.
📺 Projector Mode Display the meeting on the venue screen ✓ ▶
  1. 1On the venue laptop, open Chrome → go to the boardroom URL
  2. 2Log in as: Username projector · Password PEPSdemo2026!
  3. 3The projector view opens automatically — press F11 for full screen
  4. 4From your laptop (as Dorene/admin), go to any motion or agenda item
  5. 5Click the projector icon 📺 — the venue screen updates instantly
Projector laptop dies? Log in again from any other device with the projector account — the state is on the server, not the device. Picks up exactly where it left off.
🎤 List of Speakers Manage who speaks and for how long ✓ ▶
  1. 1Inside a meeting agenda item, click List of speakers
  2. 2Members click Request to speak on their device — they appear in the queue
  3. 3Click Start speaking next to the first name — a 3-minute timer starts on the projector
  4. 4Click Stop speaking when done → next speaker starts
  5. 5To extend: click the speaker name → edit time limit
Chair controls pace: You manage the queue, the Chair decides who speaks. You can re-order or remove speakers from the queue at any time.
📄 Generate Meeting Minutes Export a PDF after the meeting closes ✓ ▶
  1. 1After the meeting ends, go to the meeting overview page
  2. 2Click Export → PDF minutes
  3. 3The PDF includes: agenda, all motions with results, election results, list of speakers
  4. 4Download and save — this is the official record
  5. 5To archive the meeting: ⋮ menu → Archive (locks it from further edits)
Archive ≠ delete: Archived meetings are read-only but still visible. Never delete a meeting — the minutes and votes are the audit trail.
📞 AGM Day — Who to Call Emergency contacts and escalation ✓ ▶
  1. 1Platform issue (login, vote not opening): WhatsApp KG first — gets seen fastest
  2. 2Member can't log in: You can reset their password: Admin → Participants → find member → Set password
  3. 3Platform completely down: WhatsApp KG → he triages. Continue by paper for that item if needed.
  4. 4Projector laptop dies: Log projector account into any other laptop — state is on the server.
  5. 5After demo: Email KG at kimguan.teh@outlook.com for non-urgent questions.
Rule of thumb: WhatsApp first on AGM day. Email for everything else. KG responds to WhatsApp within minutes, email within hours.
🗳️ Member: How to Vote (Motion) What members see when a vote opens ✓ ►
  1. 1Log in at https://demoboardroom.pepsventures.com with your member credentials
  2. 2When admin opens voting, a Vote Now banner appears automatically on your screen
  3. 3Click Yes, No, or Abstain
  4. 4Click Submit vote -- you cannot change your vote after submitting
  5. 5A confirmation appears. Wait for admin to close the vote and publish results.
Didn't see the vote? Refresh the page -- the vote banner appears in real time. If you missed it, ask the chair/Exec Sec to check if your vote was counted.
🏆 Member: How to Vote in Election Secret ballot -- select up to 5 candidates ✓ ►
  1. 1When the election opens, a Cast your vote screen appears
  2. 2You see all 7 candidates with their statements
  3. 3Select up to 5 candidates by clicking their names (checkboxes)
  4. 4Review your selections -- you cannot change after submitting
  5. 5Click Submit ballot -- your vote is secret, no one can see who you voted for
  6. 6Results are announced by admin after voting closes
Secret ballot: Even the admin cannot see individual votes -- only the final tally per candidate is shown. This matches PEPS Constitution requirements.
🎯 Demo: Full Voting Walkthrough Step-by-step demo with two browsers ✓ ►
  1. 1Browser 1 (Admin): Log in as dorene / demo-admin-2026 → Committees → PEPS Council → PEPS AGM 2026 Template
  2. 2Browser 2 (Member): Log in as ahmad_razak / PEPSdemo2026! → same meeting
  3. 3Browser 1: Click Motions → open AGM2026-M01 → click Open vote
  4. 4Browser 2: Vote banner appears → click Yes → Submit
  5. 5Browser 1: Watch live tally → click Close vote → Publish result
  6. 6Browser 3 (Projector): Log in as projector / PEPSdemo2026! → F11 fullscreen → watch projector update in real time
Election demo: Same flow -- Browser 1: Elections → Open voting. Browser 2: Select up to 5 candidates → Submit. Browser 1: Close voting → publish top 5.