OnBoard’s Agenda Collaboration can allow any member of an organization to contribute to the planning process of a meeting by reviewing, commenting, and making recommendations to a meeting’s agenda.

Agenda Status & Guided Agenda Collaboration Process

Meeting Admins can make other Agenda Reviewers aware of the current state of the agenda collaboration process using Agenda Status. 

Agenda Status also helps guide Meeting Admins through the agenda collaboration process.

This section will review Agenda Status and the Guided Agenda Collaboration process. It will include links throughout for more details. Use the navigation links on the right side of the article to navigate ahead to other sections. 

Agenda Statuses

Locate the Agenda Status dropdown next to Agenda in the Meeting Details or Agenda Tab.

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

There are four agenda statuses:

• In Draft: Intended for Meeting Admins only. The initial agenda is being prepared prior to review by Agenda Reviewers.
• In Draft Review: The agenda draft is complete and open for review and feedback.
• Material Contribution & Review: Documents are being added to the agenda, which remains open for review and recommendations.
• Finalized: The agenda review is complete.

In Draft

Selecting an Agenda Status will immediately update the the Agenda Status and make it visible to all Reviewers on the Meeting Details and Agenda tabs. 

If there are no current Reviewers or comments, selecting In Draft will only update the Agenda Status. In Draft is intended to signify to the Meeting Admin(s) that the initial draft of the agenda is in process prior to opening it up for review. 

In Draft Review

When the initial draft of the Agenda is complete, Meeting Admins can set the status to In Draft Review to open it up for review for Agenda Reviewers. 

If no Agenda Reviewers have been added, the Manage Agenda Reviewers prompt will appear. Select the Reviewers, decide if the Reviewers should have early access to meeting documents, and choose to send a custom notification to the Reviewers.

Once complete, the Reviewers will have access to the meeting, even if the meeting is Unpublished, and can begin viewing comments and adding comments. 

Material Contribution & Review

When Meeting Admins and Contributors begin adding their documents to agenda sections, Meeting Admins can update the Agenda Status to Material Contribution & Review. This shows Agenda Reviewers that the meeting materials are now being added. If the Reviewers have been granted early access to view documents, they can view and reference the documents when commenting on the agenda sections. 

If Reviewers and/or comments have already been added, the Delete All Comments & Reset Reviewers prompt will appear. This will allow Admins to quickly clear the comments and/or Reviewers as the agenda is moved through the various review statuses. 

To keep the current Reviewers and/or keep the comments, deselect the relevant checkbox before clicking to continue. Or select Cancel to update the status and keep both comments and Reviewers. 

After deleting comments, resetting Reviewers, or cancelling, the Manage Agenda Reviewers pop-up will appear to allow you to add or remove Reviewers as your change status of your agenda.

Finalized

When the review process is complete, Meeting Admins can note this by selecting Finalized. The Delete All Comments & Reset Reviewers prompt will appear to allow Meeting Admins to quickly clear Reviewers and Comments if necessary. 

Meeting Admins and Contributors can still make updates to the agenda when finalized. Reviewers can still comment on the agenda if they have not been removed. 

Remove Status

Select Remove Status to clear the status. The Delete All Comments & Reset Reviewers prompt will appear to allow Meeting Admins to quickly clear Reviewers and Comments if necessary. 

Reviewers can still comment on the agenda if they have not been removed. 

Managing Agenda Reviewers

Meeting Administrators are the only users that can manage the Agenda Reviewers. Agenda Reviewers are the invitees of the meeting that can make and resolve comments on agenda items.

To add Agenda Reviewers within a Meeting, select the Comments & Reviewers button on Meeting Details page within the Agenda section, or in the Agenda tab.  

Then select Add or Manage Reviewers. Clicking this button from the Meeting Details page will open the Agenda Reviewer Management window in the Agenda tab.

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.

Important Note: When set as a Reviewer, the meeting details and agenda will be visible to all Reviewers in any visibility state (including Unpublished) regardless of the Reviewer’s meeting permission.

By default, Meeting Readers set as Reviewers cannot view documents unless the meeting is set to All Visible: Agenda & Book. 

To give Reader Reviewers access to meeting documents before the meeting is All Visible, toggle on "Grant meeting readers early access to view documents."

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

If new Reviewers have been added, you’ll be prompted to notify the newly added Reviewers.  Include an optional custom message and select Notify to notify added Reviewers.

Or select Don’t Notify to add Reviewers without sending a notification.

To remind Reviewers to review the agenda and make comments, select Comments & Reviewers and then select Remind Reviewers. Select the Reviewers  to remind, and include an optional custom message with the reminder. 

Viewing Comments

Reviewers can access the meeting and agenda, even when unpublished, via the link in the notification email or via the Meetings list in OnBoard.

If no agenda sections have been added, the Show Comments button will be greyed out for Meeting Readers and Contributors.

Once agenda sections have been added, Meeting Admins can access the full list of comments, by selecting Comments & Reviewers and then selecting Show Comments.

Meeting Readers and Contributors can access the full list of comments with the Show Comments Button. 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

Any Reviewer can add a new agenda section comment.

If there are existing comments on the section, use the Add Comment button to add a new comment.

Type the comment and select Save Comment to save the comment.

The comment icon will update to reflect the number of open comments on a particular section.

The icon on the top right of the fly-out shows how many  Reviewers can view comments and replies in the agenda section. When adding a comment or a reply, text will appear showing how many Reviewers your post will be visible to. Click on the icon or the text to see the list of Reviewers that have access to the comment.

Other Reviewers will receive an email notification when a new comment has been added.

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

Editing, Deleting, and Replying to Comments

Select Edit to edit the comment. Reviewers can only edit their own comments.

Reviewers can reply to any comment with the Reply button.

The Reviewers in the comment thread will receive an email notification that a reply has been made to the comment thread. Selecting View Reply will take the Reviewer directly to the reply in OnBoard.

To delete a comment or a reply, select the Delete button. Only Meeting Admins and the Reviewer that created the comment or reply can delete a comment.

Deleting the initial comment, will not delete the replies. So, the discussion will remain in tact even if the main comment is deleted.

Note: Deleting a comment or reply is a permanent action and cannot be undone. 

Deleting all replies and the initial comment will remove the entire comment thread. 

Resolving a Comment

When all necessary actions have been completed in a comment thread, the comment can be Resolved by selecting the Resolve button. Any Reviewer can resolve a comment thread.

Resolving a comment will move the comment and replies to the Resolved list. The comment icon in the section will only show the number of open comments. So, resolving the comment will reduce the number of open comments on the icon.

Select the Resolved tab in a section to access the resolved comments for that section.

If there is action that still needs to be taken on the comment, or if it was resolved in error, use the Reopen button to reopen the comment. Any Reviewer can reopen a comment.

To access the full list of open and resolved comments for a section, select the All tab.

Comments can be replied to, edited, deleted, resolved, and reopened in this tab as well.

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

Agenda Collaboration on the Phone and Tablet Apps

Collaborators can also create, reply to, and resolve comments on the OnBoard iOS and Android apps. 

In the Agenda, select the Show Comments button (tablet) or the icon (phone) to view all comments.

Select the Add Comment icon or select a comment to create or reply to a comment.

Excluding Reviewers from Sections

When a Reviewer is excluded from an agenda section, they cannot view or add comments for that section.

Review the Managing Meeting and Agenda Permissions article for more information an excluding meeting invitees from agenda sections.

Deleting All Comments & Clearing Reviewers

To quickly delete all comments and/or clear all Reviewers from having access to comments at once, select the Comments & Reviewers button and then select Delete All Comments & Clear Reviewers. 

Uncheck or check Delete all comments and/or Clear all reviewers and click to continue to delete all comments and replies, clear all reviewers or both.