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Canyons School District to migrate board materials from BoardDocs to Diligent Community in September
Summary
The Canyons Board of Education was briefed on a planned migration of board agendas and documents from BoardDocs to Diligent Community; the district will go live Sept. 2 and BoardDocs will be inactivated Sept. 8. Staff described account setup, training videos, differences in public vs. member agendas, and a temporary workaround for audio files.
The Canyons Board of Education was briefed Aug. 5 on a planned migration of board agendas and documents from the long‑running BoardDocs platform to Diligent Community, with the district going live Sept. 2 and BoardDocs inactivated Sept. 8.
Business administrator Leon Wilcox and administrative assistant Cindy Klassen led the presentation and gave a timeline for the transition and notes for board members and the public.
Klassen said board members will receive two emails on Sept. 2: one with account setup instructions and a second with two short training videos. She said the vendor’s platform will present two agenda views: a public agenda visible to everyone and a member agenda with closed information visible only to authorized users.
Klassen also said Diligent Community currently does not accept mp3 audio files. As a temporary workaround, the district will host meeting audio and chaptered recordings on the district web pages and YouTube, with links from the agenda pages. She said staff have requested vendor changes to allow mp3 uploads.
Other new features described included an optional committee‑agenda function that would let committees post agendas and attach documents, and a minutes workflow that Klassen called “cumbersome,” recommending the district continue its current minutes process for now. A policy management add‑on was discussed as an optional purchase that could help staff compare and track policy edits, but Klassen said it would be an extra cost.
Wilcox said the currently accessible BoardDocs instance would remain read‑only for the next regular meeting and that the district will transfer all existing BoardDocs content to Diligent before September 8 so historical records are retained.
Board members asked questions about the policy module and audio handling; staff replied they will assist members with setup and said they will continue to refine the audio workflow and vendor requests.
Board members and staff directed patrons with questions about the migration to contact the administrative assistant for help creating accounts and accessing materials.
Contact the district office for help accessing the new platform or to report issues during the transition.
