Diwan Suite
Turn board and committee decisions into accountable action.
Diwan Suite is a dedicated board and committee governance platform connecting meeting preparation, formal records, approvals, decisions and accountable execution follow-up. Give your secretariat a coherent meeting cycle and your leadership a clearer view of what happens next.
The problem
What Diwan Suite is built to fix.
Minutes wait for approval
Drafts circulate across email and files, delaying the official record and leaving the next step uncertain.
Decisions lose their owners
Agreed outcomes stay in meeting notes instead of becoming assigned work with clear deadlines.
Execution is hard to see
Leadership must chase updates to understand progress, delays and the evidence behind a decision.
Where it fits
Governance does not end when the meeting closes.
Diwan Suite connects the board or committee structure to its agenda, attendance, minutes and decisions, then carries approved outcomes into tasks and reporting. It is more than a meeting organiser: it keeps formal governance connected to accountable follow-through.
Diwan Suite is a standalone Umbrella IT product, not a DocSuite module. It can be adopted independently and integrates with DocSuite within an agreed scope.
Diwan Suite
Board and committee governance, formal decisions and execution follow-up
DocSuite ECM(DocSuite)
Enterprise content governance alongside the meeting cycle
DocSuite Archive(DocSuite)
Retention and retrieval of records where separately scoped
Capabilities
What Diwan Suite does.
A connected governance workflow, from board and committee structure to decisions, owned actions and executive reporting.
Board and committee administration
Set up boards and committees, define membership terms and roles, and establish separate workflows, document permissions and reporting. General assembly workflows extend the governance cycle to wider formal meetings.
Meeting preparation
Schedule meetings, send invitations and manage attendance confirmations, agendas and official papers so members share the same meeting context.
Attendance and quorum
Record attendance and apologies, with QR-based check-in and quorum calculation under your approved meeting rules. Support in-person, virtual or hybrid meetings.
Electronic minutes and approvals
Draft minutes against the meeting, route them for review and approval, and retain the controlled final record with attachments and linked decisions. Electronic signatures and approval timestamps are supported when enabled.
Voting and formal outcomes
Capture voting under agreed meeting rules and record decisions or recommendations against their formal context.
Decision ownership and tasks
Convert approved decisions and recommendations into tasks or action items with responsible owners, due dates and priorities. Track execution states and close work with supporting evidence.
Follow-up and escalation
Review progress and delays through follow-up views, with reminders and escalation aligned to your agreed follow-up procedures.
Executive dashboards and reports
Bring meetings, approvals, decisions and execution status into governance dashboards and follow-up reporting so leadership can see what happened and what still needs attention.
Optional AI Meeting Assistant
From discussion to a reviewed draft.
The Diwan Suite AI Agent is an optional add-on. It assists meeting preparation and follow-up; authorised people review and approve its outputs.
Transcription and speaker identification
Convert meeting audio to text with speaker identification linked to platform profiles.
Summaries and draft minutes
Summarise discussion, extract proposed decisions and recommendations, and prepare draft minutes for the secretariat to review.
Structured follow-up assistance
Help organise meeting outputs into follow-up items and surface early delay indicators. Authorised people retain final authority over the record, decisions and actions.
Governance and auditability
Keep authority and evidence connected.
Role-based access, documented approvals and activity trails keep your governance record reviewable.
Defined access boundaries
Separate board and committee structures, memberships and role permissions help control access to sensitive papers and records.
Approval history
Track who drafted, reviewed and approved minutes, with approval-related timestamps and a controlled final version linked to its meeting and decisions.
Reviewable governance records
Use activity trails, attendance records and follow-up reports to support internal review.
Integration options
Connect governance to your working environment.
Third-party integrations are enabled within your agreed scope, with supported tools and data exchange confirmed before deployment.
DocSuite
Diwan Suite integrates with DocSuite while remaining a standalone product, connecting governance with content and records workflows where both are used.
Meeting platforms and calendars
Official options include Microsoft Teams, Zoom, Google Meet and Webex, alongside calendar alignment.
Identity and enterprise systems
Advertised enterprise options include SSO and LDAP, ERP, CRM, HCM and API connectivity.
What it brings
Purpose-built for governance bodies.
A coherent meeting cycle
Agendas, participation, minutes and approvals belong to one formal governance path.
Accountable next steps
Approved outcomes can become owned tasks with dates and an execution state.
A record worth reviewing
Meetings, decisions and approval history remain connected rather than reconstructed from inboxes.
Leadership visibility
Dashboards and follow-up reports provide a view of completed work, outstanding actions and delays.
In practice
The governance lifecycle: from structure to follow-through.
An illustrative governance workflow: establish the meeting context, approve the record and carry decisions into accountable work.
Set up
Diwan Suite
Define the board or committee, its members, roles and access boundaries.
Prepare
Diwan Suite
Schedule the meeting, invite members and organise its agenda and papers.
Meet
Diwan Suite
Record participation and, where applicable, quorum under the approved meeting rules.
Approve
Diwan Suite
Draft, review and approve minutes, then register the decisions and recommendations against the meeting record.
Assign
Diwan Suite
Turn approved outcomes into tasks with owners, due dates and priorities.
Report
Diwan Suite
Track execution, review delays and close actions with evidence through follow-up views and dashboards.
How we deliver
Implementing Diwan Suite with Umbrella IT.
Discover
We map your processes, systems and governance requirements before proposing a configuration.
Configure
The software is configured around your structures, roles and approval paths.
Integrate
We connect the platform to the systems your teams already rely on, where supported.
Train
Administrators and users are trained in the way your organisation will actually work.
Support
We remain accountable for the platform after go-live as your needs evolve.
Governance rules first
We map board and committee structures, charters, roles, approval paths and reporting needs before configuration.
Commercial availability
Your written scope confirms the edition, general assembly workflows, QR and quorum rules, voting requirements, reminders and escalation. Electronic signatures require activation and an agreed provider and legal context. The optional AI Agent’s recording and language coverage, and third-party connectors and data exchange, are confirmed separately; no universal integration or real-time synchronisation is promised.
Deployment and assurances
Hosting location, configured security controls and support arrangements are confirmed in writing. Activity trails support internal review but do not establish certification or automatic UK GDPR compliance. No AI accuracy guarantee or jurisdiction-specific signature validity is assumed.
Questions
About Diwan Suite.
Next step
See a board decision through to accountable action.
Request a Tailored Demo around your own board or committee cycle, or discuss a specific governance and follow-up requirement with Umbrella IT.