XCommittees — Meeting Management System for Committees and Boards
A meeting management system that ends at the executed decision, not the minutes
XCommittees organizes the full committee and board workflow: creating the committee, inviting members, preparing agendas, documenting meeting minutes, approving decisions and tracking their execution — in one place, with full governance and transparency.
Problem Section — What Makes Committee and Board Management Hard
Coordination is scattered across members and departments
Scheduling a meeting and collecting attendance confirmations through separate messages and calls consumes significant time before every session.
No unified record of minutes and decisions
Relying on a separate Word file for each set of meeting minutes makes it hard to retrieve past decisions or verify their accuracy when needed.
Weak follow-through on decisions and recommendations
Without a central tool, decisions get lost after the meeting, with no clarity on who owns execution or how far it has progressed.
Governance and transparency are hard to evidence
Proving compliance with committee governance procedures — quorum, voting, delegated authority — requires precise documentation that manual methods struggle to guarantee.
Solution Section
XCommittees provides one meeting management system that runs the full committee or board cycle, from scheduling through decision closure:
- Create committees and boards and define members and permissions from day one.
- Electronic invitations and agendas delivered to every member with all required attachments.
- Documented meeting minutes covering attendance, discussion and decisions, linked directly to the agenda.
- Decisions and recommendations recorded directly inside the system.
- Verified electronic voting with a full record of results.
- Decision and recommendation follow-through with clear visibility of each decision’s status, from approval to actual execution.
- Task management tied to decisions — assign tasks to named owners with automatic reminders and simple tracking for the departments involved.
The result: fully organized and documented work, where every party knows who is executing what, by when, and under which decision — without digging through correspondence or scattered files.
Why Saudi Government Entities Choose XCommittees
Deep experience in government committee and board governance
XCommittees was built on practical understanding of how committees and boards operate inside government entities, ensuring alignment with institutional governance systems and the requirements of committee work in the Saudi public sector.
A Saudi technology product
XCommittees is a Saudi technology product holding Saudi technology membership, developed inside the Kingdom to meet the needs of government entities, in line with local regulations and digital transformation requirements.
High configurability
The platform adapts to each committee or board — member count, voting mechanism, approval paths — with configurable minutes templates and permissions to match each entity's bylaws.
Seamless integration with internal systems
The platform integrates with HR, correspondence, email and other internal systems via APIs, reducing manual entry and keeping data flowing.
Governance that strengthens transparency and accountability
Role and permission management, quorum and voting documentation, and a complete audit trail that supports transparency and accountability.
Flexible deployment and ongoing support
Run the platform on the entity's own infrastructure (on-premises) or in a cloud environment inside the Kingdom, with support and maintenance services that keep operations running.
Full confidentiality of committee work
The platform is designed to protect the privacy of discussions and decisions, so only members and authorized roles can access each committee's content.
Use Cases
A general secretariat running more than 10 standing and temporary committees at once
Instead of tracking each committee through separate files, the secretariat manages all committees from one dashboard, with live status on every meeting and decision.
A board documenting decisions in real time during the session
The board secretary records decisions and recommendations directly in the system while the session is running, with no manual transcription of the minutes afterwards.
An oversight committee tracking recommendations across several departments
The committee distributes its recommendations as tasks to the relevant departments and tracks completion rates and supporting attachments without chasing correspondence.
An entity preparing for an internal or external governance audit
The complete audit trail in XCommittees provides documented evidence of every decision, meeting and authorization, ready for review without manually assembling proof.
Who XCommittees Is For
- Committee and board secretaries — to run the meeting and decision cycle and document it institutionally.
- General secretariats of councils — to manage several standing and temporary committees from one dashboard.
- Governance and compliance teams — to ensure quorum, voting and authorizations are documented in an auditable way.
- Committee and board members — to access the agenda, attachments and decisions relevant to them.
- Executive leadership — to track how far committee decisions have progressed across departments.
Frequently Asked Questions
XCommittees is a specialized meeting management system that runs the full committee and board workflow inside government entities, from creating the committee and issuing the invitation through to documenting decisions and tracking their execution.
Yes. Standing, temporary, oversight and executive committees, as well as boards of directors, can all be created and managed within the same system.
Yes. Meeting minutes, decisions and recommendations can be documented in real time during the session or immediately afterwards, with no later manual transcription.
Yes. Minutes, decision and recommendation templates can be configured to match the entity’s approved formats.
Yes. Verified electronic voting is available as an option that can be enabled based on the entity’s preference and the nature of the committee, with a full record of results.
Through quorum documentation, voting records, role and permission management, and a complete audit trail showing who approved what and when.
No. The interface is designed to be straightforward for both the secretary and members, with no specialized technical background required.
Yes. Invitations, agendas and attachments are sent electronically to every member, with attendance confirmation.
Yes. Every decision or recommendation can be converted into a task assigned to the relevant party, with completion tracking.
Yes. All minutes, decisions and attachments are stored in a unified, searchable archive available at any time.
XCommittees unifies the invitation, agenda, minutes, voting and follow-through in one documented place, instead of scattering them across separate messages and attachments that are hard to trace or audit later.
Yes. The platform adapts to the workload, whether the entity runs a single executive board or dozens of standing and temporary committees.
Only authorized roles can view the complete decision and revision log, preserving the confidentiality of committee work.
Yes. The dashboard provides direct reporting on the number of meetings, decision execution rates and member attendance rates.
Yes. Members receive automatic notifications of meeting dates, due tasks and decisions relevant to them.
Yes. The invitation, voting and approval path can be adapted to the internal bylaws of each committee or board.
Yes. XCommittees supports both Arabic and English across interfaces and reports.
Yes. XCommittees is a fully Saudi technology product holding Saudi technology membership, developed inside the Kingdom for government entities.
XCommittees can run on the entity’s own infrastructure (on-premises) or in a cloud environment inside Saudi Arabia, according to the entity’s policies and requirements.
Implementation time varies with the entity’s size, project scope and configuration requirements, but typically ranges from two to three months. The final timeline is set during the needs analysis session.
Yes. XCommittees supports integration with internal systems via APIs, enabling data exchange and reducing manual entry.
Yes. Detailed roles and permissions can be defined per user or committee, applying governance and controlling access to data.
Yes. Users can be added without limit and assigned to different roles and permissions according to the entity’s structure.
XCommittees was developed inside Saudi Arabia to meet government entity needs, in line with local regulations and digital transformation requirements.
Yes. A demo can be booked to review the platform’s capabilities, answer questions and assess fit against the entity’s needs.
Yes. A dedicated support team provides support and maintenance services to ensure operational continuity, for the period the entity defines.
XCommittees supports information security best practice through permission management, audit logs and hosting options that meet government entity requirements, with the operating environment aligned to the entity’s approved cybersecurity policies.
The journey starts with a demo, followed by a needs analysis, a recommendation on the most suitable solution, and an implementation plan aligned to the entity’s objectives.
From the first invitation to the executed decision — run your committees from one system
See how XCommittees removes hours of manual coordination and gives your entity unified, transparent management of its committees and boards.
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