For security, your organization may want to watermark meeting documents. Meeting Document Watermarking is a setting that places visible text on meeting documents. This text helps identify:

• Who viewed or downloaded the document
• When they did it
• Which organization the document belongs to

When Meeting Document Watermarking is turned on, OnBoard adds a watermark to meeting documents that are viewed in OnBoard or downloaded from OnBoard.

Where Do Watermarks Appear?

Watermarks appear on:

• Agenda section documents
• The Meeting Book

Watermarks appear:

• On every page of the document
• In the in-app viewer and on downloaded PDFs

What Information is Included in the Watermark?

Each watermark includes:

• User’s first and last name
• Date (international format)
• Time (shown in ISO 8601 format)
• Organization name

What Roles and Downloads are Affected?

When watermarking is enabled:

• Non-admin meeting roles (such as Readers and Contributors) will have meeting document downloads restricted to PDF only.
• Meeting documents viewed or downloaded from Meetings will include the watermark.

This aligns with how meeting download options can be controlled by settings (organization-level and meeting-level).

Watermarking Settings

How Do I Turn Meeting Document Watermarking On or Off?

Use these steps to manage watermarking for all meetings:

1. In OnBoard, select Settings in the navigation bar.
2. Open General Settings.
3. Scroll to the Meeting Document Watermarking section.
4. Toggle Meeting Document Watermarking:
   • On = watermarking enabled
   • Off = watermarking disabled

What Happens When I Enable Watermarking?

When you turn watermarking on:

• Meeting document downloads may be restricted to PDF only for non-admins of meetings (Readers and Contributors).
• You can choose between two watermark styles:
  • Full Page Watermark
  • Footer Watermark

If your goal is to restrict meeting downloads to PDF, you can also use your organization’s download settings (separate from watermarking). For more information on restricting downloads to PDF review our General Settings Help Article. 

Once enabled, there will be two options for Meeting Document Watermarking: Full Page Watermark or Footer Watermark. 

Once selected:

• The watermark style you choose applies to:
  • Agenda section documents
  • The Meeting Book
• Watermarks appear on every page in both the viewer and downloaded PDFs.

Watermark Styles

What is a Full Page Watermark?

A Full Page Watermark displays across the page (often diagonally or across the main content area). It is designed to be highly visible.

Where Will I See the Full Page Watermark?

• Meeting Book viewer
• Agenda section document viewer
• Downloaded meeting PDFs

Full Page Watermark - Meeting Book Viewer

Full Page Watermark - Agenda Section Document View

What is a Footer Watermark?

A Footer Watermark appears at the bottom (footer) of each page. It is usually less visually disruptive than a full-page watermark but still identifies the user and timestamp.

Where Will I See the Footer Watermark?

• Meeting Book viewer
• Agenda section document viewer
• Downloaded meeting PDFs

Footer Watermark - Meeting Book Viewer

Footer Watermark - Agenda Section Document View

FAQs

What is Meeting Document Watermarking used for?

• It helps protect confidential meeting materials by showing who accessed a document and when they accessed it.

Do watermarks apply to Resources or Actions documents?

• No. Watermarking currently applies to documents in Meetings only, not Resources, Actions, or other areas.

What information shows up in the watermark?

• The watermark includes the user’s name, date, time (ISO 8601), and organization name. 

Will the Agenda download include a watermark?

• No. The Agenda download is a Word document (.docx) and does not include a watermark. 

Does watermarking force downloads to PDF?

• When enabled, meeting document downloads are restricted to PDF only for non-admin meeting roles (Readers and Contributors).

Where will watermarks appear in a Meeting Book?

• On every page of the Meeting Book, both in the viewer and on downloaded PDFs.

Plan Information

Meeting Document Watermarking is included in OnBoard's Premium and Ultimate Plans. To add Watermarking for your organization contact your Account Manager today.