Minutes AI is a powerful feature in OnBoard that saves time and improves accuracy by capturing meeting discussions, generating transcripts, creating structured meeting minutes, and providing editing and publishing tools—all within OnBoard. 

This guide covers everything you need to know about using Minutes AI, from setup to publishing.

What Does Minutes AI Do?

Minutes AI is an OnBoard feature that:

• Records audio and video from Zoom or Microsoft Teams meetings
• Transcribes conversations with speaker identification and timestamps
• Generates an AI-powered Meeting Outline of key topics, motions, and decisions
• Creates an AI-generated draft of your Minutes that you can review, edit, and publish
• Offers a Rich Text Editor for formatting and publishing
• Enables a full workflow with review, approve, and finalization of minutes

Before You Start: Configuring Settings

To use Minutes AI, your Zoom and Microsoft Teams accounts must allow the OnBoard Recording Assistant to join and record meetings. Currently, Minutes AI supports recording and transcription with Zoom and Microsoft Teams only.

Review the Zoom and Teams Pre-Meeting Checklist Article to configure these settings before your meeting.

The Create Approval feature requires Actions to be enabled in your organization. If Actions isn’t enabled, you can still Send for Review and Finalize Minutes.

How Do I Enable Minutes AI?

Only Organization Admins can enable Minutes AI.

1. Go to Organization Settings from the navigation panel.
2. Select the Feature tab.
3. Scroll to Minutes AI – Meeting Minutes, Recording & Transcription.
4. Toggle Enable/Disable for Minutes AI.

How Do I Schedule Meeting Recording and Transcription?

Only Meeting Admins can configure the remote meeting, and create and manage meeting minutes. Review our article on Meeting Permissions for more information.

1. Open the meeting in OnBoard and select Setup Remote Meeting under Meeting Details.

2. If using Zoom or Teams integration:
   • Choose the correct account from Configured Accounts.
3. Or, manually add the meeting URL under Configure Manually.
4. Click Save Changes.
5. At the meeting start time, the OnBoard Recording Assistant will automatically attempt to join.

How Do I Record the Meeting?

If configured correctly (see above):

1. At the scheduled start time, the OnBoard Recording Assistant will join your Zoom or Teams meeting.
   • If the meeting has a waiting room, admit the assistant. 

2. For Zoom:
   • The host must approve the recording. Click Approve.
   • Hosts must join using Zoom (not OnBoard video integration) to grant permissions.

Recording Controls

To access recording, transcription, and the Minutes Editor, open Minutes in the Meeting Minutes, Recording & Transcription panel.

Within OnBoard, you will see the recording status of the meeting. A time counter will also be displayed.

• Pause Recording: Stops audio/video capture but keeps the assistant in the meeting.
• Resume Recording: Continues recording.

• End Recording: Stops recording and transcription. Confirm in the pop-up.

Removing the OnBoard Recording Assistant from a meeting:

• If the OnBoard Recording Assistant is manually removed, recording ends automatically.
• To start a new recording:
  • Select Recordings > New Recording
  • Confirm with: Start Recording in the pop-up.

• To rejoin after removal:
  • Select Rejoin to restart recording and transcription.

Managing Multiple Recordings

• Use the Recordings dropdown to switch between recordings.

• Delete individual recordings with Delete.

Can I Record In-Person Meetings?

Yes. A Zoom or Teams link is still required for Minutes AI to function.
For guidance, see our Community Post: Options for Recording In-Person Meetings.

What Can I Do After Recording?

Once your meeting is recorded and transcribed, you can:

• Play back audio and video
• Review and search transcripts
• Review, approve, and finalize Minutes
• Access the automatically generated Meeting Outline
• Edit and format minutes using the Rich Text Editor
• Generate the first draft of Minutes with AI
• Track attendance
• Publish or export minutes

How Do I Play Back a Recording?

Admins can replay the meeting recording for reference.

Playback Controls:

• Play/Pause
• Jump Ahead 30 Seconds
• Jump Back 15 Seconds
• Mute
• Adjust Playback Speed

How Do I Review the Meeting Transcript?

• Transcripts are generated after the recording ends.
• Each transcript is time-coded with speaker names and comments.
• Scroll through the transcript or:
  1. Click a timecode to jump to that point in the recording.

2. Search Transcript by keyword.
3. Filter Transcript by participant(s).

What is the Meeting Outline?

Minutes AI automatically creates a Meeting Outline from the content of the transcript.

Features:

• Sections listed under Contents
• Click a section to jump to that part of the outline
• Hover over discussion topics to see timecodes
• Click a timecode to jump to that point in the recording
• Click a discussion topic to copy it to your clipboard

The Meeting Outline automatically highlights the following key items in purple:

• Motions
• Seconds
• Actions Needed
• Decisions

How Do I Use the Minutes Editor?

Rich Text Editor

The Minutes Editor is located to the right of the Recording and Transcript panel.

Use the caret between the Recording and Transcript and Minutes Editor to expand the Minutes Editor.

Features:

• Imports your agenda as a template (sections, sub-sections, durations, presenters)
• Rich text formatting options:
  • Undo/Redo
  • Headings, Paragraphs, Lists
  • Font Color & Size
  • Alignment
  • Bullets, Italics, Underline, Strikethrough
  • Highlighter
  • Hyperlinks

How Do I Generate Minutes Automatically?

Minutes AI can create a first draft by combining:

• Meeting Outline
• Agenda Outline
• Notes

Steps:

1. Click Generate Minutes.

2. Choose one of three options:
   • Bullet Point Summary
   • Narrative Summary
   • Narrative & Bullet Point Summary
3. Click Generate.

• Generated minutes appear under agenda sections and are highlighted.

• Discussion points not aligned with the agenda are added as Uncategorized Discussion Points.

4. Selecting Undo will remove the generated Minutes, allowing you to start again.

5. Review and edit before finalizing.
6. Remove highlights with the Remove Highlight button.

How Do I Track Attendance?

• Click Take Attendance from within the Minutes Editor or Meeting Details. 
• Mark participants as present, absent, or remote from the dropdown next to each name.

• Attendance can also be tracked by utilizing the Attendance button in Meeting Details.

• The Attendance Panel in the Minutes Editor will show the number of Members Present and Absent as marked in the Attendance fly-out.

• Add attendance to minutes using Add Attendance to Minutes. This will insert the attendance section at the top of your minutes in the Rich Text Editor. You can then customize it directly—adding guests, presenters, staff, and more as needed.

What Are My Finalizing, Publishing, and Export Options?

Access the Minutes options via the Options button.

Send for Review

• Select Send for Review and choose reviewers (meeting admins only).

• Click Send. OnBoard notifies your reviewers by email and push notification to check the minutes.

• Reviewers can use the same process to notify other admins of their notes or recommended updates.

Create Approval

• Select Create Approval.

• OnBoard attaches the Minutes PDF to the approval, which inherits the meeting’s permissions.
• Contributors and Readers are added as voters. 
• Admins are added as approval admins.
• The approval appears in Actions, where approvers can track and complete it. For more details, explore our Approvals article.

Finalize Minutes

• Select Finalize Minutes.

• 

  Lock the minutes by selecting the Finalize Minutes button. The record is now secure, uneditable, and tied to the meeting.

  

• A Finalized badge will be visible for Meeting Admins to display that the Minutes are published.

Publish Minutes

• Publish Minutes: Makes minutes available to all invitees and sends notifications.

• After selecting Publish Minutes, Admins will have the option to create a custom message and notify the meeting invitees that the meeting minutes are available within the meeting. 
• Meeting invitees will receive an email notification with a link to view the minutes in OnBoard.

• When published, all meeting invitees can access the meeting minutes within the meeting. A Published badge will be visible for Meeting Admins, indicating that the Minutes are published. 

Download PDF/Word

• Download PDF/Word: Selecting these options will export a copy of the current meeting minutes to your device.

Export to Resources

• Export to Resources: Save minutes to a resource folder and notify members.

1. Choose the folder.
2. Update the file name.
3. Select what file type(s) for the minutes.
4. Select if you'd like to notify members.

Reset Minutes From Agenda

• Reset Minutes From Agenda: Clears all work or edits made to the current version of the minutes, resetting them to the agenda.

• This option can be undone by selecting the Undo button.

Can I Switch to Minutes Builder?

• Only one method (Minutes AI or Minutes Builder) can be used per meeting.
• If you prefer to use OnBoard Minutes Builder, to switch:
  • Select Options > Switch Minutes Experience.

• Confirm Switch to Minutes Builder.

Plan Information

Minutes AI is part of the AI Suite. 
To add AI Suite, contact your Account Manager.