Approvals are a formal voting tool in OnBoard that lets boards capture votes quickly and keep a clear record of outcomes.

Creating a New Approval

How Do I Create a New Approval?

To create a new Approval, you will start in Actions, then choose Approval as the new Action type.

1. In the left navigation, click Actions.
2. Click Create New (top right).

3. Select Approval.
4. Click Create Approval.

After you create it, OnBoard generates a new Approval in Draft status that you can edit until you set it to Open.

Duplicating an Approval

How Do I Duplicate an Existing Approval?

To duplicate an existing Approval, you will start in the Actions list, locate the Approval you want to copy, and use the item’s context menu (often shown as three dots) to create a new Draft copy. 

Steps

1. Find the Approval you want to copy in the Actions list.
2. Open the item’s context menu (commonly a three‑dot menu) next to the Approval.
3. Select Duplicate.
4. Open the new copied Approval (it is typically created in Draft status) and update key details.

Approval Details

What Information Can I Add to the Approval Details?

In the Approval details, you can add the Approval name, dates (optional), motion details, description, documents, and signature requirements.

Fill in as needed:

• Approval Name
• Open Date and Close Date (optional)
• Motion and Second information (optional)
• Description (optional, but recommended)
• Supporting Documents (optional upload; these are typically the documents up for review/approval)
• Require Signature (optional; requires a user signature with their vote)

Open & Close Dates and Notifications

What are Open and Close Dates, and What Do They Do?

Open and Close dates are optional fields that control when an Approval automatically opens for voting and automatically closes when voting ends.

• If you set an Open Date: the Approval can automatically move from Draft to Open when that date/time occurs.
• If you set a Close Date: the Approval can automatically move from Open to Closed when that date/time occurs.
• If you leave both fields blank: you control the timing manually using the Status dropdown (Draft → Open → Closed).

NOTE: If an Approval is closed prematurely, it CANNOT be set back to Open.

Should I Use Open/Close Dates or Manage Status Manually?

If you’re deciding between automatic scheduling and manual status changes, the key idea is: dates = automation; blanks = manual control.

 

Recommended best practice (to avoid the most common “Actions” issues):

• Leave Open Date and Close Date blank, then manually Open and manually Close the Approval when you’re ready.
  • This helps prevent an Approval from opening before you finish edits.
  • This helps prevent an Approval from closing before you receive the number of votes you need.

This “optional dates + manual Status dropdown” concept is consistent across Actions that support Open/Close dates, such as Surveys and eSignatures.

When is Auto-Opening Useful?

Auto-opening is useful when you want voting to start at a specific time without relying on someone to manually open the Approval.

Common example:

• Voting during a meeting: set an Open Date slightly before the meeting starts so the Approval is ready and you don’t forget to open it.

When is Auto-Closing Useful?

Auto-closing is useful when you have a firm deadline and want voting to stop automatically at a specific time.

What are Open & Close Notifications, and When Do They Matter?

Open & Close notifications are settings that control whether participants receive the initial “Approval Opened” email and the“Approval Closed” email when the Approval changes status. 

 

These notifications are especially important when you use Open/Close dates (automatic scheduling), because the Approval will change status on its own.

IMPORTANT NOTES: If you do not set these options, users may not receive the “Approval Opened” or “Approval Closed” emails. Approval Admins do not receive open/close notifications.

How Do I Set Open & Close Notification Options?

To set Open & Close notification options, use the Set Open & Close Notifications control while the Approval is still in Draft, and choose what should be emailed when the Approval opens and closes.

1. Click Set Open & Close Notifications.
2. Choose your notification options for when the Approval is Opened and Closed.
3. Click Save Changes.

NOTE: For a full list of notification types, see: List of OnBoard Notifications.

What if I Open the Approval Manually—Will People Still Get Notified?

If you open an Approval manually, OnBoard prompts you to confirm and gives you the option to notify participants (and add a custom message).

Permissions and Participants

How Do I Add Voters to an Approval?

To add voters to an Approval, use Manage Voters and assign voting permissions by group or by individual.

1. In the Permissions panel, click Manage Voters.
2. Add voters by:
   • Group, or
   • Individual user
3. Click the + icon next to a group/user to add them.
4. Click the Voter permission to customize further if needed.

Permission Types

Understanding how permissions work in Onboard is critical to allowing you and your organization to access and edit your Approvals. Below is the list of different permissions types for the Approvals action.

Permission Behavior to Remember

• Individual permissions override group permissions.
• Voters receive an email notification after the Approval is marked Open (if notifications are set).
• You can add voters any time before the Approval closes, but voters added after it opens will not get the original email notification and should be notified directly.

How Do I Add Commenters to an Approval?

To add commenters to an Approval, assign the Commenter permission so they can join discussions without voting.

• Commenter lets a subject matter expert view and participate in discussion while restricting them from voting.

How Do I Vote if I’m Both an Admin and a Voter?

To vote as an Admin & Voter, cast your vote from the Cast Vote panel once the Approval is Open.

• If your permission is Admin & Voter, you will see Admin features alongside voter options.

Results Display Settings

How Do I Configure How Results are Displayed?

To configure results display, use Configure in the Approval Results section and choose who can see results and what format to show.

1. On the Approval details page, find Approval Results.
2. Click Configure. 
3. Select one visibility option:
   • Results Visible to Voters (Respondents + Admins)
   • Results Visible to Admins (Admins only)
4. Choose one or both display types: 
   • Graphical (anonymous percentages)
   • Roll Call (names + votes)
5. Click Save.

Additional Considerations:

• Results visibility can be updated at any time (including in closed and finalized states).
• Roll Call shows each participant’s name and vote.
• If Graphical and/or Roll Call are deselected, Approval Admins can still access full results via the downloaded results.
• You may also allow voters to post comments directly on the Approval (if enabled).

Opening an Approval

How Do I Open an Approval for Voting?

To open an Approval for voting, change the status to Open Approval or schedule it to open automatically using the Open Date. 

Option A: Open immediately (manual)

1. Open the Status dropdown at the top of the Approval page.
2. Click Open Approval.

Option B: Open automatically (scheduled)

1. Enter a value in the Open Date field.
2. When the date/time becomes current, OnBoard will automatically open the Approval and alert voters (based on notification settings).

What Prompts Will I See When Opening?

When opening manually, you will be prompted to confirm and can optionally add a custom message to participants.

• Choose Don’t Notify or Notify to complete the opening process.

Enable Discussion (Comments and Files)

How Do I Enable Discussion on an Approval?

The discussion section can be opened or closed when the approval is open. To enable discussion on an Approval, so Voters, Commenters, and Admins can post comments and add files:

1.  Click Enable Discussion.

2. Click View Discussion to open the discussion panel.

3. Users will be able to see the current comments, and any files added to the Approval, and will be able to add files to the Discussion itself.

How Do Files Work Inside Discussion?

Inside Discussion, users can attach files to comments and manage those files using the three‑dot menu. 

• Use the three‑dot menu next to a file to: Rename, Download, or Delete the file.

• Users viewing the Approval can see the most recent comment from the Discussion panel.

What Happens to Discussion After the Approval is Closed?

After an Approval is Closed, Discussion will not accept new comments or files, but existing discussion files can still be renamed, downloaded, and deleted.

Sending Reminders

How Do I Send Reminders to Voters?

To send reminders, use Send Reminder while the Approval is Open and choose whether to remind all participants or only non‑voters.

1. Confirm the Approval status is Open.
2. Click Send Reminder on the Approval Status panel.

3. Choose who receives the reminder:
   • All participants, or 
   • Only users who have not yet voted
4. Add an optional custom message.

Closing an Approval

How Do I Close an Approval?

The “Closed” state is similar to a “review period” where you can have discussion and work towards the final decision.

To close an Approval, use the Status dropdown and select Close, then confirm because closing cannot be undone.

• If you want OnBoard to close it automatically, enter a Close Date first.
• Otherwise, close it manually: 
  1. Open the Status dropdown. 
  2. Click Closed.

3. Confirm you want to close the Approval by selecting "Close Approval" (this step cannot be undone).

4. (Optional) Add a custom message to notify participants.

Finalizing an Approval

How Do I Finalize Results as Passed, Failed, or Tabled?

To finalize results, change status to Finalized, select Passed/Failed/Tabled, add notes if needed, and click Submit to lock the finalized details.

Downloading Approval Results

How Do I Download Approval Results?

To download results, use the download option after the vote is finalized; results download as a Word document and can include eSignatures if the "Require Signature" setting is enabled.

Vote Retention

What Happens to Vote History if Membership Changes?

If a member is deleted or removed from a voting group, their previously cast votes remain recorded as long as the Approval has been Closed or Finalized.

This ensures your organization always maintains an accurate historical record of voting outcomes, even when membership changes occur.

Plan Information

Approvals are included in OnBoard's Premium Plan, Ultimate Plan or available as an add-on. To add Approvals for your organization contact your Account Manager today. 

FAQs

Can I reopen an Approval after closing it?

• No. Once an Approval is closed (even prematurely), it cannot be set back to Open.

Why didn’t my voters get an email when I opened the Approval?

• There are two options for receiving notifications:
  • Automatic notifications must be selected for auto-opening and auto-closing Approvals
  • Admins must choose to send a notification if manually closing.
• Voters added after the Approval opens will not receive the original email notification and should be notified using the Send Reminder button.

Do Approval Admins receive “opened” and “closed” notifications?

• No. Approval Admins do not receive open/close notifications.

What is the difference between “Voter” and “Commenter”?

• A Voter can cast a vote on the Approval, while a Commenter can participate in discussion but cannot vote.

What is the difference between Graphical and Roll Call results?

• Graphical shows anonymous percentages, while Roll Call shows each voter’s name and their vote.

Can I remove a document I uploaded to Approval Details after opening?

• No. Documents uploaded to Approval Details cannot be deleted/removed once the Approval is opened. New versions can be uploaded by Admins or Commenters in Discussion.

Can I still manage Discussion files after the Approval is closed?

• Yes. After closing, Discussion won’t accept new comments/files, but existing Discussion files can still be renamed, downloaded, and deleted.

How can I see the end‑user voting experience?

• Use a test account as a Voter, and/or reference the member guide: Voting On Approvals & Viewing Results and End‑User Quick Reference Guide.

Can I duplicate an Approval instead of creating a new one from scratch?

• Yes. Duplicating an Approval is a fast way to reuse an existing vote setup when the motion or format are similar.

Do supporting documents copy over when I duplicate an Approval?

• No. Supporting documents attached to the original Approval will not appear in the duplicated Approval.