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Apollo features

Everything councils and boards need to plan, run and follow up meetings, from the first agenda item to the last action.

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The meeting lifecycle, stage by stage.

Every meeting in Apollo moves through five stages, and the meeting overview shows which one it has reached.

  1. Prepare agendaBuild the agenda from your meeting type's sections and items.
  2. Publish agendaApprove and distribute the agenda bundle, with late items when needed.
  3. Prepare minutesSet up the minutes from the published agenda.
  4. Conduct meetingRun the meeting and record outcomes against each item.
  5. Publish minutesConfirm, approve and publish the minutes bundle.

Core capabilities.

Structured meeting design

Standardise every meeting with reusable templates. Build consistent meeting types with predefined structures, agendas and document sections, so every meeting starts from the same professional base.

  • Meeting types with default title, location, organiser and sections
  • Reusable agenda sections and document bundles
  • Build once, reuse across recurring meetings

Role-based collaboration

Everyone sees what they need to act. Each person has a defined role, from authors and reviewers to approvers and decision-makers, with layered permissions and visibility controls.

  • Roles such as Author, Reviewer and Approver
  • Restrict or open access with flexible controls
  • Collaboration that stays focused and traceable

Agenda and minutes bundles

Circulate securely, with approvals built in. Generate, approve and distribute agenda, minutes, late agenda and attachment bundles, including confidential versions, with approval workflows and distribution tracking.

  • Agenda, minutes, late agenda and attachment bundles
  • Confidential and late items when needed
  • Approval status and distribution tracked for each bundle

Built-in approvals

No extra tools needed. Agenda items and bundles move through approval inside Apollo. Approvers see their queue, authors see their submissions, and every outcome is recorded.

  • My Approvals, My Submissions and All Approvals views
  • Approval history for each item
  • Export to Excel

Decisions register

Every resolution, findable. Resolutions are recorded with an ID, meeting, associated item, author and outcome, such as carried or lost with the vote count, in one searchable dashboard.

  • Resolution IDs and outcomes with vote counts
  • Filters and search across meetings
  • Export to Excel

Actions and tasks

Follow-through you can see. Actions from resolutions become tasks with an assignee, priority, status and due date, so nothing agreed in a meeting is forgotten.

  • Overdue, in progress and not started at a glance
  • Notify owners of overdue tasks
  • Generate an actions report or export to Excel

Meetings dashboard

The year at a glance. See every meeting for the financial year with links to its agenda, minutes, late agenda and attachments, and the stage each meeting has reached.

  • Financial year view
  • Agenda, minutes and other documents one click away
  • Stage shown for every meeting

Powered by Word

Integrated with Microsoft. Apollo is integrated with Microsoft Word, with robust integration with Microsoft 365 and SharePoint, and ready integration with Monarch EDRMS for records.

  • Integrated with Microsoft Word
  • Robust integration with Microsoft 365 and SharePoint
  • Ready integration with Monarch EDRMS

More in Apollo.

Cross-device access
Meetings and updates on desktop, tablet and mobile.
Document publishing
Publish agendas, reports and supporting files to the meeting bundle for stakeholders.
Real-time collaboration
Work on notes, comments and actions during meetings, with changes shared with everyone.
Audit trails
A full history of edits, approvals and submissions for accountability and compliance.
Insights dashboard
Action progress, participation and meeting analytics in one view.
Automated reminders and alerts
Reminders for upcoming meetings, approvals and action items.
Confidential mode
Confidential items and bundles for secure governance.
Custom implementation and onboarding
Configured to match your policies, roles and workflows.

Seen in the product

An Apollo meeting overview showing a five-stage progress bar, the meeting type, presiding member, organiser and CEO, four approved document bundles, attendees and agenda items with filters.
Meeting overview. Demonstration data.
The Apollo Decisions Dashboard listing resolution IDs, meeting type, date, associated items, author and outcome with vote counts.
Decisions dashboard. Demonstration data.
The Apollo Task Dashboard listing tasks with meeting, resolution ID, assignee, priority, status and due date.
Task dashboard. Demonstration data.

Microsoft 365 and Monarch EDRMS

Apollo is integrated with Microsoft Word, with robust integration with Microsoft 365 and SharePoint. It also has ready integration with Monarch EDRMS, Monarch360's electronic document and records management system.

Run your next meeting in Apollo.

A personal demo, built around your meeting types and the way your council or board works.

Request a demoOr call (08) 9288 1726