Agenda Collaboration in OnBoard allows members of an organization to participate in meeting preparation by reviewing, commenting on, and making recommendations to a meeting agenda—without directly editing the agenda itself. This feature improves transparency, alignment, and readiness before a meeting takes place.

Agenda Collaboration is managed through:

• Agenda Statuses
• Agenda Reviewers
• Comments and Replies
• Resolution and Cleanup tools

Agenda Status and Guided Collaboration Workflow

Agenda Status helps Meeting Administrators (Admins) communicate where the agenda is in the review process and guides them step‑by‑step through collaboration.

What is Agenda Status?

Agenda Status is a label applied to a meeting agenda that indicates its current stage in the collaboration process. Only Meeting Admins and Agenda Reviewers can see the Agenda Status. 

Where to find it:

• Locate the Agenda Status dropdown next to Agenda on:
  • The Meeting Details page
  • The Agenda tab

The Agenda Status will only be visible to Meeting Admins and other Agenda Reviewers. 

Agenda Statuses Explained

There are four available Agenda Statuses, each representing a phase of agenda preparation. 

What Does “In Draft” Mean?

In Draft means the agenda is still being created and is intended for Meeting Admins only.

• Selecting this status:
  • Immediately updates the Agenda Status
  • Makes the status visible to Reviewers (if any exist)
• If no Reviewers or comments exist:
  • Only the status is updated
• Best used when:
  • The Agenda outline is still being built
  • Review should not begin yet

What Does “In Draft Review” Mean?

In Draft Review means the agenda draft is complete and ready for feedback from Agenda Reviewers.

• When selected:
  • Reviewers can begin commenting

• If no Reviewers are assigned:
  • The Manage Agenda Reviewers prompt appears

From the prompt, Admins can:

1. Select Reviewers
2. Grant early access to meeting documents (optional)
3. Send a custom notification (optional)

Once completed:

• Reviewers can access the meeting
• Access applies even if the meeting is Unpublished
• Reviewers can view comments and add comments. 

What Does “Material Contribution & Review” Mean?

Material Contribution & Review indicates that documents are actively being added to agenda sections.

• This status signals that:
  • Agenda materials are in progress
  • Feedback may now reference documents
• Reviewers can view and reference the documents when commenting on Agenda sections when:
  • They have been granted early access to view documents

If Reviewers or comments already exist:

• A Delete All Comments & Reset Reviewers prompt appears
• Admins may:
  • Delete comments
  • Clear Reviewers
  • Keep one or both
  • Cancel and keep everything

After this step:

• The Manage Agenda Reviewers window appears

What Does “Finalized” Mean?

Finalized means the formal agenda review is complete.

• Selecting Finalized:
  • Displays the Delete All Comments & Reset Reviewers prompt
• Even when finalized:
  • Admins and Contributors can still edit the agenda
  • Reviewers can still comment if they remain assigned

What Does “Remove Status” Do?

Remove Status clears the Agenda Status entirely.

• The Delete All Comments & Reset Reviewers prompt will appear
• Reviewers can still comment unless removed
• Admins may still delete comments or clear Reviewers

Managing Agenda Reviewers

Agenda Reviewers are meeting invitees who can comment on and resolve agenda items.

Who Can Manage Agenda Reviewers?

Only Meeting Administrators can add, remove, or manage Agenda Reviewers.

Agenda Reviewers can be managed from either location:

1. Select Comments & Reviewers
   • From the Meeting Details page (Agenda section), or
   • From the Agenda tab
2. Select Add or Manage Reviewers

By default, Meeting Admins will be set as Reviewers and cannot be deselected. Check or uncheck the checkbox next to a meeting invitees name to add them as a Reviewer. Or, use the Select All checkbox to select all meeting invitees.

Select Update Reviewers to complete managing the Reviewers for the meeting.

Important rules

• Meeting Admins:
  • Are Reviewers by default
  • Cannot be removed
• Reviewers can see:
  • Meeting details and agenda
  • Even when the meeting is Unpublished
• Reader Reviewers:
  • Cannot see documents unless:
    • Meeting visibility is All Visible: Agenda & Book, or
    • Early document access is granted

How Do I Notify Reviewers?

When new Reviewers are added:

• Choose Notify to send:
  • An automatic notification
  • An optional custom message
• Or choose Don’t Notify to add silently

You can also send reminders:

1. Select Comments & Reviewers
2. Choose Remind Reviewers
3. Select Reviewers and add an optional message

Viewing and Managing Comments

Comments allow structured discussion tied directly to agenda sections.

How Do Reviewers View Comments?

Reviewers can access comments by:

• Clicking the meeting link in an email notification
• Opening the meeting from the Meetings list

If no agenda sections exist:

• Show Comments is disabled for Readers and Contributors

Once sections exist:

• Select Show Comments to view all comments
• Or select the comment icon on a section for section‑specific comments
• These buttons are located in the Agenda in the Meeting Details page and in the Agenda tab

This will show the comment fly-out with the comment threads for all agenda sections. If no comments have been made, there will be a prompt to add the first comment. 

Select the comment icon on a section to see the comments for just that section. If there are no comments for a section, you’ll be prompted to add a new comment.  

Adding a Comment

How Do I Add a Comment?

Any Agenda Reviewer can add a comment.

Steps:

1. Open the agenda section
2. Select Add Comment
3. Type your comment
4. Select Save Comment

• The comment icon updates to show open comment count

Who Can See My Comment?

When adding a comment or reply:

• The interface shows how many Reviewers can see it
• Select the visibility icon to view the list of Reviewers

• Other Reviewers receive an email notification

• Selecting View Comment will take the Reviewer directly to the comment in OnBoard. 

Editing, Deleting, and Replying to Comments

How Do I Edit a Comment?

• Select Edit on the comment.
• You can only edit your own comments.

How Do I Reply to a Comment?

• Select Reply on the comment thread.

Reviewers in the thread will receive an email notification. Selecting View Reply will take the Reviewer directly to the reply in OnBoard.

Who Can Delete a Comment or Reply?

Only these users can delete:

• The reviewer who created the comment/reply, or
• A Meeting Admin

To delete:

• Select Delete on the comment or reply.

• Deleting the initial comment and all replies removes the entire thread.

Resolving a Comment

What Does “Resolve” Do?

Resolving a comment means the discussion is complete.

• Any Agenda Reviewer can resolve a comment thread.
• Resolved threads move to the Resolved list.
• The section icon only shows the number of open comments.

To view resolved comments for a section:

• Select the Resolved tab in that section.

How Do I Reopen a Resolved Comment?

If work still needs to happen (or it was resolved by mistake):

• Select Reopen.

Any reviewer can reopen a comment.

How Do I View All Comments for a Section?

To see both open and resolved comments:

• Select All in the section.

In the All tab, you can still:

• Reply
• Edit (your own)
• Delete (if allowed)
• Resolve
• Reopen

To access comments for all sections, select All at the top left of the fly-out.

Agenda Collaboration on the Phone and Tablet Apps

Agenda Collaboration works in the OnBoard iOS and Android apps.

How Do I View Comments on Mobile?

• In the Agenda:
  • Select Show Comments (tablet), or
  • Select the comments icon (phone)

How Do I Add or Reply to Comments on Mobile?

• Select the Add Comment icon, or
• Select an existing comment thread to reply

Excluding Reviewers from Sections

What happens when a reviewer is excluded from a section?

If a reviewer is excluded from an agenda section, they cannot:

• View comments for that section, or
• Add comments to that section

Deleting All Comments & Clearing Reviewers

How Do I Delete All Comments and/or Clear All Reviewers?

To reset collaboration quickly:

1. Select Comments & Reviewers.
2. Select Delete All Comments & Clear Reviewers.
3. Check or uncheck:
   • Delete all comments
   • Clear all reviewers
4. Continue to apply your changes.

Plan Information

Agenda Collaboration is available as an add-on to any plan. To add Agenda Collaboration for your organization contact your Account Manager today. 

FAQs

Can Agenda Reviewers edit the agenda?

• No. Agenda Reviewers can leave comments and recommendations, but only Meeting Admins (and users with contributor permissions) can edit the agenda.

Can reviewers access a meeting that is unpublished?

• Yes. Once someone is added as an Agenda Reviewer, they can access the meeting and agenda even if the meeting is Unpublished.

Who can see Agenda Status?

• Only Meeting Admins and Agenda Reviewers can see Agenda Status.

Who can see agenda comments?

• Only assigned Agenda Reviewers and Meeting Admins can see agenda comments and replies.

Can Meeting Readers see documents while reviewing the agenda?

• Not always. By default, Reader reviewers cannot view documents until the meeting is fully visible (often All Visible: Agenda & Book) unless a Meeting Admin grants early access.

What happens if I delete a comment by accident?

• Deleted comments and replies are permanently removed and cannot be restored.

If the agenda is “Finalized,” is it locked?

• No. Finalized marks the review as complete, but Meeting Admins and Contributors can still update the agenda. Reviewers can still comment unless they are removed as reviewers.

What happens if I remove the agenda status?

• Remove Status clears the status label. It does not automatically remove reviewers or comments unless you choose to clear them.

Can I use Agenda Collaboration on mobile?

• Yes. You can view, add, reply to, resolve, and reopen comments on both iOS and Android.